- 11 Mar 2021
- 4 Minutes to read
- Updated on 11 Mar 2021
- 4 Minutes to read
What is a data maintenance job?
A job allows you to look at a set of records that match user-defined criteria (field values within the records). The types of jobs you can perform are Address Validate & Standardize, Delete Unique Records, Mass Convert Leads, Update Contacts from Account, Update Matching Records, and Update Unique Records. Cloudingo comes with some standard jobs but it’s easy to create your own or edit any of the jobs you see on the Dashboard.
To navigate to the Data Maintenance dashboard, simply click the Dashboard menu option at the top, left of the main page, and choose Data Maintenance from the list.
Data maintenance jobs look very similarly to deduping filters.
The blue tiles on the Data Maintenance Module dashboard represent individual jobs that analyze your data in specific ways. At the top of each tile is a title and a navigational menu for the individual job (the Filter Menu). Beneath the first row is additional information about the job type and the fields used to pull records.
The lower portion of each tile lists the status of the job, for example, when it was last run, or if it is re-calculating totals. At the bottom of each tile is a large region hyperlinked to the results page (the page where you can see the records identified by the job and where you can begin working with them). This region also lists the number of records found in job run.
Cloudingo displays the total number of records from the database that were found based on the job criteria. Clicking the Matches link on filter will bring you into the preview page where you can see the results pulling in before you run your updates.
The navigational menu in the upper right corner of the tile has the following options:
- Calculate Totals - Tells the job to analyze data and report any current matches based on the selected fields. Simply calculating totals does not modify anything.
- Schedule - Schedule when to run the job (i.e., every night at 10:00 PM). Optionally, you can start automation as part of the schedule. Using schedules with automation allows you to, for example, find all matching records every night and auto-update or auto-delete them.
- Edit - Opens the job edit page where changes to job configuration can be made.
- Copy - Creates a copy of the current job that can be used as a template for a new job.
- Delete - Removes the job from the Cloudingo dashboard.
- View History - Opens a historical report on the job—when it was run and what the results were.
- Start Automation - Starts a one-time automation job on the current records that the filter has found. Once a job has been started, it can be stopped from the menu.
- Export - Exports the filter results (record IDs) to a spreadsheet. (This is a paid add-on feature.)
Verify mailing addresses validity (does the address exist in the USPS database?) and standardize addresses according to the USPS format for cleaner data. This also helps with finding duplicates if matching on address fields. (Tokens must be purchased and are offered at an affordable low cost.) See step-by-step details on this job type.
Create a unique list of records to be deleted in bulk.
To do this, specify which records you want to delete by choosing specific field values (for example, all records that lack an email address + phone number + address). Alternatively, you can use a Salesforce report to build the list of records.
Cloudingo has several ways to convert Leads. The most common is through Dedupe filters. But if you need to convert Leads based on a specific threshold/criteria, you can automate those conversions as well.
Update Contact values with data from a matching Account (or the Contact’s associated Account’s data) in bulk.
When creating the filter, specify which Contact records you want to update by choosing specific field values.
For example, find all Contact records where the Contact’s street address matches an Account’s Street and City + the Contact record was created with today’s date + the Account’s name contains ‘XYZ’. (This will pull in records where the Contact’s Account Name may differ from the Account’s Account Name since we are not matching the records by name, only street.) Then choose what you want to update on the Contacts from their associated or matching Account (for example, update the Contact Account Name and owners to be the same as the associated Account owner). See step-by-step details on this job type.
Perform updates to corresponding/matching records, rather than perform a merge of the records.
After building a list of duplicate records, choose to update all records or only non-master records. Then update specific fields with specific values, update the non-master record values with the master record values, or update a field value to be blank. See step-by-step details on this job type
Create a unique list of records to be updated in bulk.
To do this, specify which records you want to update by choosing specific field values (such as, update all records that have a company name of XYZ, or update all records that have a status of Open and that were created today). Once you define how you want to pull your list of records, you can specify what you want to do with them. You can update specific field values in bulk or perform actions (like attaching to a campaign, mass converting leads into contacts, or creating a note). Alternatively, you can use a Salesforce report to build the list of records. See step-by-step details on this job type.