The Assess Module helps you to understand the hygiene of your data by providing you with a set of useful metrics that are the result of a thorough data analysis using a series of proprietary algorithms.
Common use cases
- Run Assess when you first use DemandTools and then monthly to get a continuing overview of the quality of your records
- Use Assess to get an overview of the quality of the records you just added to your CRM
- Get an overview of the number of your CRM records that have problematic data which is preventing proper engagement, data that is missing or that is malformed
Starting an Assessment
To start an assessment, log in to DemandTools and select the Assess Module button in the right side of the DemandTools dashboard.
Your first assessment will run on the default scenario. After the initial assessment, you can configure your scenario or create additional ones. Additionally, the first time you run an assessment, the record quality bar will show an example instead of the actual condition of your records.
After running your first assessment, the Assessment dashboard opens. A widget on the left shows a snapshot from your latest assessment, including date run, number of total records assessed, number of duplicates found, and number of records with malformed or incomplete data identified. This widget will update every time you run an assessment.
At the top right, the View Assess Results button will take you to your full results in MyValidity.
In the Scheduled Assessments table, you can see your list of Assess scenarios with schedules and when they were last run. It is normal to have only one Assess scenario listed, but you can create more than one scenario for different analyses.
To set up a new Assess scenario, select + Configure New. You can also select an existing scenario to edit its parameters or schedule. Both cases let you configure the three parts that provide the parameters for DemandTools to complete a new data analysis. These are marked in a sequence of steps:
- Field Mapping
- Map each Object's corresponding fields to evaluate for missing or malformed data.
- Duplicate Configuration
- Configure the options and the scenarios that will help DemandTools to identify duplicates during the data analysis.
- Include Email Verification
- If you have BriteVerify as part of your account with Validity, you have the option to use this step to verify the email addresses in your records, without incurring in any usage of your credits. This verification process provides you with an overview of the condition of contact emails in your records and not a detailed view as using BriteVerify credits would. If you do not have BriteVerify, contact your account executive to discuss the options, the dashboard provides a contact link.
Step 1: Map your fields
The Field Mapping step includes four tabs related to the different types of objects that are common in CRMs. Leads, Contacts, Opportunities, and Accounts.
Select each one to display the fields that can be mapped and map each object's corresponding fields.
If you see the Lead Object in your CRM, select the Leads object radio button for yes next to the question Do you see the Lead Object in your CRM? In this example, map the FirstName field to Assess to the Lead fields First Name and Full Name, and Email to Email.
Step 2: Configure for duplicates
Select the View Dedupe Scenarios button to see the default dedupe scenarios that will run during the data analysis.
Use the toggle switches to specify the matching criteria:
- Match on Record Type for all Objects - Turn this toggle on to only consider duplicate matches within the same Record Type.
- Match on Account ID for Contacts & Opportunities - Turn this toggle on to only consider duplicate matches within the same Account.
- Match on Owner ID for Accounts - Turn this toggle on to only consider duplicate matches within the same Owner.
Step 3: Include Email Verification
If you have BriteVerify included in your account, toggle the switch on to include an overview of the quality of the emails in your contacts and leads in your report. The report will indicate the percentage of emails that are valid, unknown, etc., based on the analysis that BriteVerify does. This analysis will not count towards the credits you have available in your BriteVerify account.
You can contact your account executive when you wish to include this option and do not have BriteVerify included in your account. The following message displays in the dashboard:
If you have BriteVerify included in your account, you see this message. Toggle the switch to on if you wish to see the status of the emails in your contacts and leads.
Once you adjust the Field Mapping, Duplicate Configuration, and Include Email Verification settings, save this configuration as a new scenario by selecting Save As New Scenario, name the scenario, and select save.
You will be prompted with a message indicating that your new scenario has been saved.
Run the Assessment
The Assessment can be run on demand, as in this example, or can also be scheduled. Assessments run monthly by default.
Start the assessment based on your configuration by selecting Run Assessment in the lower left corner.
Confirm that you want to run the assessment by selecting Confirm.
You will see a message that lets you know that the assessment is running.
An email sent to the CRM user object email (this can be different than the My Validity registered email) lets you know when the report is ready, once you receive the email, select View Assess Results in the upper right corner of the Assess Module dashboard to view your assessment results.
If you are not logged in to My Validity, the system will prompt you to do so. Select Log In from the upper right corner of the page and enter your credentials.
My Validity now displays the report that states how many records were evaluated.
If you wish to view a prior assessment, select it from the dropdown menu at the top of the report. If this is your first assessment, it will be the only one displayed.
Filter by object to only see the metrics that you need to focus on by selecting the object from the filter in the upper right of the report.
Hover over the different bars to see a tooltip with a bit more detail regarding that metric:
- Record Quality - An overall quality metric based on the total records that the report includes.
- Duplicates - Shows the number of duplicate records found in the set of data that the assessment found. Lets you know if another record exists with similar or near similar values in important fields.
- Malformed Data - Is the number of records in the assessment, that include missing values or characters that render the field value malformed.
- Missing Engagement Points - Gives you the number of records that have malformed engagement points or no engagement points such as email, address, phone number, etc.
- Missing Business Segmentation - Provides you with a number of records that are missing Account Type or have Account Type that is malformed such as business partner, prospect, customer, etc.
- Incomplete Decision Support - Gives you the number of records that have incomplete or missing fields that are used to make business decisions like, Opportunities, etc.
- Invalid Emails - Shows an overview, in 5 categories, of the state of the emails in your contacts and leads, based on the BriteVerify analysis.????????
- Validified: records without flaws, with validated email addresses.
- Acceptable: records with negligible issues or emails that could not be 100% validated.
- Limited: records with minor content issues in evaluated fields or records with acceptable content, have invalid emails or that are duplicates.
- Insufficient: records with serious content issues or duplicates with limited quality content.
- Unactionable: records with major missing or malformed content and bad quality duplicates.
