Data Quality Flashcards
What are the 6 steps toward top data quality?
- Profile your data
- Control your data
- Integrate data
- Augment your data
- Monitor your data
- Assign ownership, train users and commit to a data quality process
Which objects can duplicate management manage?
Business Accounts
Person Accounts
Contacts
Leads
Custom Object records
What is the purpose of matching rules as used by duplicate management?
It is matching criteria to identify duplicate records
Which 3 standard matching rules exist today
- Business Accounts
- Contacts and leads
- Person Accounts
What do duplicate rules do?
Determines actions to take as duplicates are encountered Can alert (or block) a duplicate from being created
Which key attributes can affect data quality?
- Age (when were the records last updated)
- Completeness (Make a list of fields required for each business use. Then, run a report that shows the percentage of blanks for these fields)
- Accuracy (AppExchanges apps for data quality can be used to help determine accuracy against a trusted source)
- Consistency (Reports can show the variations for each true value for a given field)
- Duplication
- Usage
What are some of the questions you can ask (or look at) when looking at how age affects data quality?
How long you have had it for
Is it up to date
For data migration (for new implementations) or bringing in a department / business unit you look at the data they have and how old it is
What to look at when looking at completeness (in terms of data quality)
How many fields are you collecting data for
Are certain fields required at certain points
It can help guide thoughts on how you design it
What to look at when looking at accuracy of your data (in terms of data quality)
Look at the input format (for example phone numbers)
Tools you can use like data.com, onesource, xperian to pull in information on which companies roll up into which records
Contact information that they are accurate and/or correct
You can even get temps to help validate the data
What to look at in consistency (in terms of data quality)
Making sure that all the systems have the same single record of that customer, same telephone number, date of birth
What to look at in duplication (in terms of data quality)
Ensure there are no duplicate records :)
What to look at in Usage (in terms of data quality)
How often is the data used. If it is not used, then what is the point of having (or capturing) it
How can you encourage compliance for your data (example Accounts and Contacts)
Use exception reports and data-quality dashboards to remind users when their Accounts and Contacts are incorrect or incomplete. Scheduling a Dashboard refresh and sending that information to manages is a great way to encourage compliance.
What does a typical Data Management Plan include?
Standards for creating, processing and maintaining data
Name some data standards that can be included on a Data Management Plan?
- Naming Conventions (ex suffixes, abbreviations)
- Formatting (ex dates / money)
- Workflow
- Quality (ability to measure/score records)
- Roles and Ownership
- Security and Permissions
- Monitoring
What are some options to do when implementing your Data Management Plan? (hint: some config or other changes to make in Salesforce)
Use: Required Fields Validation Rules Workflow Rules Page Layouts Dashboards Data Enrichment Tools Duplicate Management Custom Field Types
What’s true about duplicate records (pick more than one if you think they’re true)
- Reps can rely on multiple records for the same data
- They can waste your reps’ time
- They’re a safety net in case teammates inadvertently update a matching record
- They negatively affect your company’s reputation
- They can waste your reps’ time
- They negatively affect your company’s reputation
How can controlling duplicate records help admins?
- Sales teams trust that you manage your CRM system with their success in mind
- You don’t worry about sending alerts to duplicate email addresses for your sales reps
- You don’t run the risk of adding Salesforce users more than one time
Sales teams trust that you manage your CRM system with their success in mind
Which of the following are true for eliminating duplicate data (You can pick more than one if you feel they’re true)
- Is a manual and time-intensive process
- Takes the guesswork out of wondering whether a prospect is already a customer
- Ensures that one rep doesn’t try to qualify a lead that a colleague already owns
- Takes the guesswork out of wondering whether a prospect is already a customer
- Ensures that one rep doesn’t try to qualify a lead that a colleague already owns
Duplicate Management helps sales reps:(You can pick more than one if you feel they’re true)
- Know when they’re creating a potential duplicate record
- Add a prospect as both a lead and a contact simultaneously
- Merge a contact with a case
Know when they’re creating a potential duplicate record
What is the Data.com Assessment App?
The Data.com Assessment App helps customers understand the overall health of their data. The app can be used to analyze Account, Contact, and Lead records in order to gain insights on data completeness and quality.
What are the Data Quality Analysis Dashboards?
Provided for free by Salesforce Labs via the AppExchange, Data Quality Analysis Dashboards leverage custom formula fields on many standard objects to record data quality and completeness.
The formulas are then depicted via the dashboards to identify deficiencies in the data.
What is the first step to improving data quality?
Develop a Data Management Plan, which typically includes standards for creating, processing, and maintaining data.
For how long is Field History data retained?
18 Months
With Respect to Field History Tracking, what happens to fields with more than 255 characters?
Their changes are tracked as edited, but the old/new values are not recorded
Are Tracked fields automatically translated?
No
In regards to Field History Tracking, what happens if a trigger causes a change on an object that the current user does not have access to edit
The change is not tracked because field history honors the permissions of the current user
Duplicate Management uses Data.com technology. Because of this, is a Data.com license required?
No
When defining a Duplicate Rule, what options are available with respect to Record-Level Security?
- Enforce Sharing Rules
2. Bypass Sharing Rules
Does the action you select for your Duplicate Rule apply to both Create and Edit actions?
No, you can choose to take a different action for Creates versus Edits.
What actions are available for Duplicate Rules?
- Allow
2. Block
When the Allow action is selected for Duplicate Rules, what can you also choose to enable?
- An Alert
2. Reporting (which includes the record created/edited and all its potential duplicates)
When the Block action is selected for Duplicate Rules, what is enabled by default?
An Alert
Duplicate Rules can be associated to how many matching rules?
- And they must be different objects
How many Duplicate Rules can exist per object
5
Can you compare matches across objects (for Duplicate Rules)? (Example: Compare Contacts to Leads)
Yes
When you are matching across objects (for Duplicate Rules), what must be done?
Establish field mapping between the two objects
Will Duplicate Rules run for all users or all records?
It depends on whether or not optional “Conditions” have been defined for the Duplicate Rule
When might Duplicate Rules NOT run?
- When records are created via the Quick Create
- On Lead Convert in an org where the “Use Apex Lead Convert” is disabled
- Records are restored using the Undelete button
- Records are added via Lightning Sync
- Records are manually merged
- Records are created via the Community Self Registration
- A Self-Service User creates a record and the Duplicate Rule contains conditions based on the User object
- Duplicate Rule Conditions are set for lookup fields and records with no value for these fields are saved.
How do you use Data.com Prospector?
Use Data.com Prospector to search valuable company information from Dun & Bradstreet and millions of crowd-sourced contacts. Add these records to Salesforce as new accounts, contacts, and leads, or export them to use in other apps. It’s a great way to get the data you need to plan your sales territories, segment campaigns, find new accounts to engage, and expand your sales network.
How do you use Data.com Clean?
Use Data.com Clean to keep your Salesforce data current and complete with data from Dun & Bradstreet and crowd-sourced data from Data.com. Using Clean jobs, you can clean all your records regularly. You can also clean a single record or a list of records.
