Wonderful World of Data Cleanup
Keenan & Mona
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Session starters
Please silence all cell phones
Please hold questions for question breaks
Please state your name and organization
when asking a question
PowerPoints and handouts are available at
www.csoresearch.com/csoconference
Sit back, relax and let’s have some fun!
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
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
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
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)
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
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.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
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!
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Export to Excel
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Organizing Data in Excel
You 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
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Report Duplicates
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Cleaning Up Your Database!
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Mass Change
Easy way to change information for a large
amount of records at once!
Tools>Reports>Mass Change
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Mass Change
Step 1:
- Select Mass Change Query Type
What type of change do you need to perform?
- Select Database of Change
What database will you be making the changes from?
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
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.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Mass Change
Step 3: Select Criteria to narrow down your
audience
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Mass Change
Step 4: Review List
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Mass Change
Step 5: Confirm Selection
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Mass Delete
Easy way to purge records in bulk!
Tools>Reports>Mass Delete
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Mass Delete
Step 1:
- Select Query Type
What database do you want to delete from?
- Select Database Records to Delete
What information do you want to delete?
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Mass Delete
Step 2: Select Criteria to narrow down your
audience
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Mass Delete
Step 3: Review List
Step 4: Confirm Selection
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Uploads
• Keep student records up to date using Custom
Student Uploads
• Can be done from Administrator end
• Uploads can be manual or automated
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
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.
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Uploads
Common Fields to Update:
– Classification
– Address Information
– Majors
– Grad Month and Year
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Uploads
Important 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
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Uploads
Questions?
Contact your CRM for more information and
assistance
Visit the Custom Student Upload Instructions
page:
http://www.csoresearch.com/services_main/cu
stomstudentupload.aspx
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Managing Site Settings
Rundown on common Tools/Setup items
that require maintenance
– Email Templates
– Codes
– Internship Timeline terms
– Resource Library
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
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
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Updating Codes
Keep 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
•
•
•
•
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
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
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Updating Resource Library
• Update existing resources under Tools>Resource
Library
• Delete old resources
• View/Reset counter
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Questions?
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
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
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
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
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Questions?
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.
Thank you for attending!
If you have any additional questions, please
contact the Support Team or your CRM.
What’s next?
Safe journey
home!
CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc.