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Account Cleanup Completion Report

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  • 1.  Account Cleanup Completion Report

    Posted 21 days ago
    We recently started an Account Cleanup campaign. Sales folks were asked to clean up their accounts and ensure that email address, address, website and primary contact name (phone) were in each Account. I did a pull of all the accounts per SP in October last year. How can I create a report that displays the % completed for each SP. Excel compare - highlight and somehow count the rows? I'm a little dumbfounded and as always overthinking it. Can someone help and simplify this task for me, please?
    I'm looking for % of accounts that have been updated since a certain date?


    This was the request
    1. Spell out the "full" name. Like BP would be Banana Republic.
    2. Fill in the field as shown below. If you don't have the information, you can always google it.
    3. Parent / Family Hierarchy (i.e. Electrosonic Main office in Burbank (Parent), the other locations are children. )
    4. Correct any spelling errors
    5. Merge any duplicate Accounts
    6. Deactivate any Accounts that are no longer viable


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    Angie
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    Digital Acceleration Binge Day.  January 28th 2021 | 11:00 AM - 2:00 PM EST


  • 2.  RE: Account Cleanup Completion Report

    TOP CONTRIBUTOR
    Posted 20 days ago
    Hey Angie,

    Is there a checkbox or a field the sales folks use to state they have updated/reviewed the account? If there is no field that is capturing completion you could used modified on date, however that is really a grey area way of doing it. Just because data has not been modified doesn't mean the data was not reviewed and is good.

    Let me know and I will see what I can come up with.

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    Anthony Roth
    Director of Business Systems
    California Hospital Association
    Sacramento CA
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    Digital Acceleration Binge Day.  January 28th 2021 | 11:00 AM - 2:00 PM EST


  • 3.  RE: Account Cleanup Completion Report
    Best Answer

    SILVER CONTRIBUTOR
    Posted 19 days ago
    Angie:
    To add on to @Anthony Roth's suggestion, a possible approach would be to create a field that indicates "last address updates on" as a date or date and time field.  Whenever any of the address fields that you are concerned with are modified, a classic workflow could be used to update the "last address updates on" date field with the current date and time.  Your metric can then be how many accounts have been touched and how many have not ​based on data in the "last address updates on" field.

    There are some huge caveats on this:
    - This will tell you that one of the fields has been changed, not necessarily to the guidelines you outlined.
    - For records already updated, unless you have a way to know which records those are, the metric is only good going forward.
    - It won't count merged records, account deactivations, completeness of data relationships between accounts, or audit the spelling accuracy.

    This approach also won't count a record that has been reviewed that had no issues.  For this point, having a separate field to indicate the address has been reviewed would be helpful and that field could also be interrogated in a workflow for a change.  If you decide to use a field such as this, you may also want to consider adding two additional fields, "address reviewed by" and "address reviewed on" and whenever the "address reviewed" field is "checked" capture the user and date/time it occurred.  Further, for the "address reviewed" field, only capture the user and date/time when the value is positive and once those fields are captured, set the "address reviewed" field back to the "negative" value so the field can be used again for a subsequent review.  With this approach, I would create a separate workflow that handles the "address reviewed" condition and not lump it into the workflow that is checking the address fields.  A child workflow could handle the update of the "address reviewed by", "address reviewed on"  and "address reviewed" fields and separate parent workflows could call the child workflow based on the conditions.

    Hopefully this doesn't sound overly complicated.  If you are comfortable with classic workflows, the above set-up should be less than one hour, including the new fields.  And I don't know your deployment process so consider time for that AND keep in mind all of the caveats mentioned above.

    I hope this helps!

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    Jim Lorrig
    Senior Business Solutions Consultant
    Heartland Business Systems
    Little Chute
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    Digital Acceleration Binge Day.  January 28th 2021 | 11:00 AM - 2:00 PM EST


  • 4.  RE: Account Cleanup Completion Report

    Posted 15 days ago
    You are a genius!! Thank you !

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    Angie
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    Digital Acceleration Binge Day.  January 28th 2021 | 11:00 AM - 2:00 PM EST


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