In this session we are going to talk about the significance of enforcing data entry standards and procedures
for maintaining good data quality in the system in a previous session.
The data will view all for the various proactive measures that we need to take so that our sense will
CRM has got some good data.
All right.
So at the very flustered that we need to take is to evaluate the incoming data sources because only
then we know from that all data is coming into the system we can act on each of that appropriately.
Right.
So first is evaluating incoming data sources.
Perfect.
So once you do your research once you find out like we did all the incoming data sources for your are
then we can work on individually each of their data cells to ensure that good data is coming into the
system.
So that is the very first step that is step number one which we discussed in the previous media.
Perfect.
In this session what we are going to talk about is the significance of enforcing data entry standards
and procedures consider any on a home.
Basically data comes into the system.
It can come through a manual entry or it can come through data orders or import deserts.
Basically the mass import or maybe some other API.
All right so there are several methods in which data is coming into the system so we have to have some
data entry standards so only those records that satisfy those data entry standards.
They basically come into the system.
We know prevention is better than cure right.
So then we put forward these are data entry standards automatically what happens is if to prevent those
bad records from getting into the system most of them.
So meaning half the battle is won right here correct.
So one of the data entry standards.
So some of the data entry standards we can enforce are key required fields big list and dependent Big
List lookup filters and required lookup filters being address validation enforcing validation rules
and finally duplicate management Let's discuss one by one.
First is the key required fields meaning the key information that is required for your business.
Say for example your business uses the phone and email to contact customers.
And if you have records in the system that no valid phone number or email address then those records
are absolutely useless.
Right.
Because without the means to contact the prospect or customer there is absolutely no need for you to
have those bad records in the system.
That is absolutely going to be of no help to you.
So in those scenarios phone and email are basically mandatory for you to make business with the customer.
So those are the key required fields.
So make those key fields required in the system so that whenever a record is entered into the system
it comes with the phone number and email address so that you can contact the customer and do business.
But when we say required feels always ensure that you make only the key fields the very very important
fields as required because if you make too many fields as required then it might also have a negative
impact.
The main issue would be use it out option asking users to input too much information will deter them
from using Salesforce.
So use it wisely make only the key features as required so that it comes with the key information that
is required for your business.
So that is the first two data entry standard.
The second one this big list and deepening pick list leave very marginal.
What does a pick list and what are dependent pick list right.
So pick just meaning the users will be prompted with a set of values and they need to choose one among
the values.
So it makes more sense say for example building country building state or the type field or any other
custom fields vet and you have only some set of values that the customer need to choose from.
Always go for a pick list rather than making it a text and leaving it open for the customer or for the
user to enter.
It is definitely a good practice to have it as a pick list so that again we have some good data in the
system.
Sometimes even the common feels like state.
Let's say for example California.
So when you just give the state as a text field some might interest California some might into a C A
so when you pull it in a reported manner to bring your meaningful reports.
So there one possibility you can give a pick list a better one only that our set of set of values to
choose from.
Always go for pick lists.
Similarly the defendant pick list as well then you have controlling pick list and dependent pick list
when you have data like that which is stored in your arg.
Go for it.
Use the sales force of functionalities leverage it to the maximum so that we can ask which possible
we can maintain good data in the system.
Perfect.
So that is one of the other data entry standard.
The third data entry standard that we are going to talk about is lookup filters and required lookup
filters so what is the significance of a lookup filter lookup filter Reno.
It is used for filtering load the set of records that we can attach as a related record.
Right let's say for example.
Consider the opportunity object or any object for that matter.
Let me create a new relationship feed lead look of relationship our bead master detail relationship.
Let me Jules look up and then you create a relationship feel then you choose the parent object you have
this option of look up food as we have discussed about all these in detail in the previous sessions
and we very much know what's the significance.
I'm just doing a quick recap of that.
So look up filters helps you to restaurant the customers from choosing from a set of records.
So when they create an opportunity when they associated to an icon if you want arrested they use us
to some specific set of accounts say for example if you want to choose to make the user choose from
say prospect icons only or if you want them to choose only customer icons or if you want them to choose
only accounts from a specific location you know in all those scenarios look up still does come into
place because without any sort of restriction like that hopefully user really know that.
Okay so I need to choose only this I need to choose only that right.
Because if they choose some incorrect data it would be of no use to them as well as it would be of no
use to you.
Right.
And that again becomes bad data.
So whenever possible help the user in entering some good data into the system.
In fact the users have data with them just that they need some help in entering it currently into the
system.
So that is our responsibility in helping the user to enter data into the system.
So for all for those we can use all these required fields look up filters validation rules so that we
can tell the user hey you know what the data that you have entered is incorrect please choose from a
different set of values you can use validation tools you can use the required fields.
So when you say required fields you are telling the user hey this field is mandatory please enter value
for that field.
Right.
So liberate it to the maximum so that users can enter some good data into the system in this case also
look up filters we can enter our filter criteria so that only relevant records can be selected and the
third criteria you can specify it on the source record on the target record also.
And there's a filter criteria.
It can be a user record or it can be profiles of rules.
So there are multiple options out here for you.
On top of all these that you can make it to require not optional.
Rachel making is required meaning that users have to select from one of those relevant records.
They can just pick any account they can or just pick any pattern to record so they have to select only
from those specific set of accounts.
So that makes the reports much better.
That makes that helps them that the business basically.
So use lookup filters use all the possible options out there that they want to choose this regard.
That is the opportunity or the parent record that does account all they want wanted to the user or based
on the profile or based on the role or the you or you can make it required if you want.
So check out all the possible options and make it as easy as possible for the user to pick the relevant
records.
So look on filters and making it required also helps in a great way the next Saturday day in Istanbul
that we're going to talk about is doing address validation because I address it is used in every single
business right and that is definitely a key information as well.
So as much as possible to address validation so that you have some valid ideas in the system and address
validation you know there are pretty many options to do this.
You can either go for some custom code or you can use some third party applications but you somehow
get this address validation done because having verified mailing addresses you types to save a lot of
time and effort.
Right.
If it's an incorrect address and maybe if you're trying to reach the customer through mails then obviously
I give the incorrect address it is going to go to undeliverable or incorrect addresses.
That is again going to cost you money.
And again waste of time and waste of effort.
All right.
So having verified a mailing addresses helps to save a lot of money and having standardized addresses
it might also be have a faster shipping times so you can already use a shipping delays thereby delivering
the products to clients much faster and the ones verified standardized addresses and more data points
for accurate did you being asked well so IRS validation is also one of the key data into a standard
that helps you maintain some good day dinero system and the next today down to standards are validation
rules and duplicate management.
We have discussed about that the first four in the session.
The validation rules on the duplicate management will be discussing in our forthcoming sessions but
again these are not the only data entry standards.
This is not the extensive list you can think through of other options that may help your business.
You are to have better data entry standards as well.