Watch this tutorial video to learn more about address validation and standardization or follow the step-by-step instructions below.
To access the Address Validation & Standardization feature, click the Dashboard menu drop box at the top of the page, and choose “Data Maintenance” from the list of options.
Cloudingo comes pre-set with 3 address filters by default. You can edit the existing filters (click the 3 lines at the top right corner of the specific filter & choose edit), or create a new job by clicking ‘Create new job’.
STEP 1 – Create Job
- Choose ‘Address Validate & Standardize’ for the Maintenance Type.
- Country will automatically be defaulted to ‘US’ (we only offer this service in the U.S. at this time, due to limited data options options available in other countries).
- Choose ‘Lead’, ‘Contact’, ‘Account’, ‘Person Account’, or your custom object for the Object Type that you wish to filter and run the address feature on. (Select the ‘Person Account’ check box if you want to filter on records for Person Account and Person Accounts are enabled for your org.)
- Give the filter a descriptive name so that you know exactly what the filter will be doing when viewing it on your dashboard.
- Put in a description for the filter if desired.
- Validate Only (appears for Address Validate & Standardize jobs) The Validate Only checkbox is deselected by default. If you do not want Cloudingo to standardize the records, check the box and only validation will occur.
- Enable The Enable checkbox is selected by default. This checkbox must be selected in order for the filter to scan Salesforce data for records meeting the designated criteria.
Click Continue .
Select fields to use in searching for matches by dragging the fields from the left panel to the right panel.
From the drop down menus on the left side, select an operator, and then enter a value in the empty cell. Alternatively, you can select the check box “or Has No Value.”
- You will want to setup your filter to only pull in records where street has a value, and city and/or zip has a value (as well as state). Make sure that you have enough relevant fields populated in the records pulling in for the validation to occur. You can loosen up as you go along if necessary.
- You will also want to eliminate records where the address status (that you specify in Tab 3 below) field is not equal to ‘1’ (valid) or ‘2’ (invalid) OR where address status field is equal to ‘0’ (not validated) or ‘Has no value’.
Click Continue .
Choose the set of address fields you want to validate and standardize from the top drop down menu and Cloudingo will auto-map those fields. Auto-mapping can be overridden with custom selections.
Choose ‘Available Fields’ to view and/or add additional address components (such as County Name, Congressional District, Latitude, Longitude, etc.) All components that you add must have a corresponding field in Salesforce to receive the value returned. If a field does not exist in Salesforce for this data, you must create a field for it before you can map it in this stage of the filter configuration.
Map all components (on the left hand side) to the corresponding Salesforce field (on the right hand side) that will be evaluated for validation and subsequently updated for standardization. The last field mapping option (“Field for Cloudingo to update when finished’) is used to mark a record as having a valid or invalid address after the processing is completed. Cloudingo automatically installs/creates new custom fields for your standard address fields to house this value. For standard Salesforce address fields, use the following field mappings (which should already be defaulted):
Account (Billing Address): Billing Address Status (CloudingoAgent_BAS__c)
Account (Shipping Address): Shipping Address Status (CloudingoAgent_SAS__c)
Contact (Mailing Address): Mailing Address Status (CloudingoAgent_MAS__c)
Contact (Other Address): Other Address Status (CloudingoAgent_OAS__c)
Lead: Address Status (CloudingoAgent_AS__c)
Person Account (Billing Address): Billing Address Status (CloudingoAgent_BAS__c)
Person Account (Mailing Address): Mailing Address Status (CloudingoAgent_MAS__pc)
Person Account (Other Address): Other Address Status (CloudingoAgent_OAS__pc)
Person Account (Shipping Address): Shipping Address Status (CloudingoAgent_SAS__c)
For custom address fields on standard objects OR for custom object address fields, you must configure a new address status field to house this value. The field should be of type ‘numeric’. The values that get stored after address validation is processed is:
‘0’ which translates to Unprocessed within Cloudingo
‘1’ which translates to Valid (deliverable) within Cloudingo
‘2’ which translates to Invalid (undeliverable) within Cloudingo
Note: The ‘Unprocessed’ (“0”) value gets set if you have our add-on feature that resets the address status back to ‘unprocessed’ for re-evaluation if an address is updated after the validation process has already been completed. By default, Cloudingo does not re-evaluate addresses when an address is changed in Salesforce. In order to re-evaluate the address after update, please contact our Support Team to obtain the add-on feature before you begin processing your Address Validations.
If you would like the add-on feature for custom address fields or custom object address fields, a custom apex class & custom triggers will be necessary. Please contact your Account Representative for more information.
Cloudingo’s Data Maintenance Audit Report will report all successful valid addresses, and the Activity Stream Error/Warning report will report all invalid addresses. For reporting all valid/invalid address results, you may consider creating a custom report in Salesforce using the numeric values listed above to report back the valid/invalid results.
Click Save or Save & Run .
Choose any actions that you want to perform (assign members to a campaign, perform lead to contact or account conversions, create a note, etc.)
STEP 2 – View Filter Results
Once you’ve created your new job/filter, and the job has finished calculating, click on the matches link to view the results of the records found by the job.
Check to ensure that you are seeing the correct results and make any modifications to the job as necessary. If you need to make changes to the job or add additional criteria, be sure and recalculate the job after saving the changes.
To see the results of the address verification (and to also update records to standardize the address), click on the Review/Edit button.
This screen will also display potential duplicate matches it finds so that you can choose to not update two records that might be potentially the same person. Ideally, you’ll want to run all of your de-dupe filters prior to address validation so that the duplicates detected are kept to a minimum.
Just like with the de-dupe merge grid, you can view the results of the address validation in a grid as well. You will be able to see the standardized address in the screen view on the right hand side of the page. Note: when you click to view the results of the address scan on the record, a token is used. You can then choose to click ‘Update’ or ‘Update & Load Next’ to move on to the next record in the list to move through the list manually (see Step 3 below for more details).
If you review and spot check more than several records and you decide you want to mass update instead of handling them one-by-one, click the check box on the top of the check box column and choose Mass Address Validate & Standardize (see step 3 below for more details).
If the address is not able to be validated, it will return a message that the address could not be identified.
STEP 3 – Update Records
You can perform your updates in several different ways. You can update them manually one record at a time, in mass one page at a time, or by starting an automation job to process them all automatically. The merge & mass merge processes can be run from the Review/Edit Page or directly from Results page.
1. Manually(one record at a time)
Option 1: From the Results page – Drill into your filter results from the main Data Maintenance dashboard. To run the address validation on just one record, simply click the check box on the top right corner of the record and then click Address Validate & Standardize at the bottom of the record display. This will submit the address job for that one record.
Option 2: From the Review/Edit page – From the Results page, click into ‘Review/Edit’ on any specific record to get into the Review/Edit page. To run the address validation on just one record, load the record you want to run the address job on (click on the blue arrow or anywhere on the name) and choose the ‘Update’ or the ‘Update and Load Next’ option at the bottom of the page.
2. Mass update (one page at a time)
Option 1: From the Results page – Drill into your filter results from the main Data Maintenance dashboard. To do a mass address validate & standardize on all records found in your job, click the box at the top of the check box column to select All records. Then, click the Mass Address Validate & Standardize button to run the process on all of the records. (We recommend that you manually try a few records before doing a Mass Address Validate & Standardize.)
Option 2: From the Review/Edit page – From the Results page, click into ‘Review/Edit’ on any specific record to get into the Review/Edit page. To run the address validation on multiple or all records, check the boxes next to the records you want to run the address job on (or do a Select All at the top of the check box column) and choose ‘Mass Address Validate & Standardize’.
3. Automation (all records one time or using a scheduled automation job)
Option 1: From the results page – Drill into your filter results from the main Data Maintenance dashboard. Simply click on the Automation dropdown menu and select Start Automation option. This will send the entire job into a batch job to sync with the Salesforce records rather than you having to mass update a page at a time.
Option 2: From the Data Maintenance job/filter page – From the Results page, click into ‘Review/Edit’ on any specific record to get into the Review/Edit page. Simply click on the Automation dropdown menu and select Start Automation option. This will send the entire job into a batch job to sync with the Salesforce records rather than you having to mass update a page at a time.
Option 3: From the Data Maintenance Filter/Job Dashboard – Click the specific filter’s menu option (3 lines at the top right corner of the filter) that you want to start the address job on. To run the job one time, click ‘Start Automation’ and follow the prompts. To schedule the job to run regularly (weekly, daily, monthly, etc.), choose the ‘Schedule’ option. For more information on Scheduling jobs, please click here.
Note: There is a report option available to show you which records were run. The report will provide you with the Salesforce ID in case you need to get a list of user(s) that were in the job. To access the report, click on Reports from the top navigation menu and select the Data Maintenance Report.
NOTE: If this will be an ongoing job (and not a one time cleanup), you will want to contact our Support Department to obtain an additional install from us (free of charge) that will trigger records that have already been validated to go to a status of ‘not validated’ after the address has been changed within Salesforce. That way, the records will be picked up again to re-evaluate in a future scan if the address has changed. This does require a separate installation. It does not happen automatically by default.