Wonderful World of Data Cleanup

CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.

Wonderful World of Data Cleanup

Keenan & Mona


Session startersPlease silence all cell phones

Please hold questions for question breaks

Please state your name and organizationwhen asking a question

PowerPoints and handouts are available at www.csoresearch.com/csoconference

Sit back, relax and let’s have some fun!

http://www.csoresearch.com/csoconference


Overview

• Creating Effective Reports for Data Cleanup– Reporting Overview– New Reporting Features

• Using Excel to Analyze System Data– Identify/Remove Duplicate– Excel Tips & Tricks

• Cleaning Up Your Database– Mass Change/Mass Delete– Uploads– Best Practices & Site Management


Effective Reporting• Using the Right Reporting Tool

– Know when to look for system activity vs. reports

• Tracking System Activity (Activity Log)

– Used for Tracking Events within the system• Tools – Activity Logs• Login activity, Jobs Viewed, Profile edits, emails, etc.

– Set up Activity Log as a sentence:

User Source (Subject) -> Action Performed (Verb) -> Action Target (Direct Object)


Effective Reporting (Reports)

• Used to Track User Profiles and Record information, as opposed to their activity within the site.

• Know which database to search in!– Every type of record in the site is stored in its

own type of database– When running reports, make sure to search

within the right one.


New Reporting Features!• One-Click Reporting– Subjects not normally available, or

easily accessible within the reporting tool.

• Export Searches to Excel– Easy way to get a quick headcount of a

certain list, without having to set up a new complete report.

– Available for most every results list!


Export to Excel


Organizing Data in ExcelYou have your report data.. Now what?

• Example: Remove Duplicates– Conditional Formatting - > Highlight

Duplicates– Sort by formatting to organize the

duplicates in a batch– Remove Duplicates


Report Duplicates


Cleaning Up Your Database!


Mass Change

Easy way to change information for a large amount of records at once!

Tools>Reports>Mass Change


Mass ChangeStep 1:- Select Mass Change Query Type What type of change do you need to perform?- Select Database of ChangeWhat database will you be making the changes from?


Mass Change

Step 2: Select Field to Change Can only change from one

value to another (with the exception of Birthdate and Password)

Cannot change to a null value.

Cannot change from a null value.


Mass Change

Step 3: Select Criteria to narrow down your audience


Mass Change

Step 4: Review List


Mass Change

Step 5: Confirm Selection


Mass Delete

Easy way to purge records in bulk!

Tools>Reports>Mass Delete


Mass DeleteStep 1: - Select Query TypeWhat database do you want to delete from?- Select Database Records to DeleteWhat information do you want to delete?


Mass DeleteStep 2: Select Criteria to narrow down your audience


Mass DeleteStep 3: Review List

Step 4: Confirm Selection


Uploads

• Keep student records up to date using Custom Student Uploads

• Can be done from Administrator end

• Uploads can be manual or automated


Uploads• Manual Upload– Manual uploads must be set up manually each

time under Tools>Uploads.– Unlimited amount of uploads.

• Automated Upload (sFTP)– Only need to set up the upload once and uploads

run automatically.– You choose what fields to upload.– You choose the frequency of the upload.


Uploads

Common Fields to Update:– Classification– Address Information–Majors–Grad Month and Year


UploadsImportant things to note about uploads

• File must be in .csv format

• Must match by a unique identifier (e.g. Student ID, Record ID, Username)

• Values from school system must match values in CSO system


Uploads

Questions?

Visit the Custom Student Upload Instructions page:http://www.csoresearch.com/services_main/customstudentupload.aspx

Contact your CRM for more information and assistance

http://www.csoresearch.com/services_main/customstudentupload.aspx





Managing Site Settings

Rundown on common Tools/Setup items that require maintenance – Email Templates– Codes– Internship Timeline terms– Resource Library


Updating Email Templates

• CSV Icon - Update merge codes

• Word Doc Icon – Download default template/customize wording

• Green man icon – Indicates a customized template/download customized template to revise


Updating CodesKeep your field lists up-to-date!

• Code Type: What field do you want to update?• Values: List of existing codes (active and

inactive)• Code Display Text: Code name• Code is Active: If checked, value will appear in

field. If not checked, value will be inactive and not appear as an option.

• Update Selected Code: Update existing code• Add as New Code: Add a brand new code


Updating Timeline Terms• Inactivate old timeline terms under

Tools>Setup>Timeline Terms

• Click Edit and uncheck Active box

Removes term from list when user is reporting a new co-op/internship hire


Updating Resource Library

• Update existing resources under Tools>Resource Library

• Delete old resources• View/Reset counter


Questions?


Best Practices• Review old Admin accounts

– Inactive old accounts

• Updating Banner– Newer/Sleeker designs– Updating Contact information– Visit our Marketing Page for ideas!

• Updating Memos– Update wording throughout site– Update contact information/Policy changes


Summary

• Creating Effective Reports for Data Cleanup– Reporting Overview– New Reporting Features

• Using Excel to Analyze System Data– Identify/Remove Duplicate– Excel Tips & Tricks

• Cleaning Up Your Database– Mass Change/Mass Delete– Uploads– Best Practices & Site Management


Questions?


Thank you for attending!If you have any additional questions, please

contact the Support Team or your CRM.

What’s next?

Safe journey home!

Documents

Wonderful World of Data Cleanup