CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. 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 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, s, 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? Visit the Custom Student Upload Instructions page: stomstudentupload.aspx Contact your CRM for more information and assistance

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 – Templates – Codes – Internship Timeline terms – Resource Library

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