Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) CRM in Session April 24, 2009 Data Maintenance in Sage SalesLogix

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) What you will learn today How to use the Check for Duplicates Wizard How to use the Replace Data Wizard How to use the Purge Data Wizard

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Maintenance Wizards - Overview There are three database maintenance wizards built into Sage SalesLogix that are designed to correct existing issues within your CRM data. These wizards are accessible from the Tools|Maintenance menu. Check for Duplicates Wizard - Consider running this wizard if the database contains duplicate records. Replace Data Wizard - Consider running this wizard if mass changes need to be made to data. Purge Records Wizard - Consider running this wizard if the database contains records that are no longer needed.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Check for Duplicates Wizard Use the Check for Duplicates Wizard to eliminate duplicate accounts or contacts. You specify the fields used to determine if an account or contact is a duplicate, how the fields are compared, and how duplicate records are handled. You can only merge duplicate accounts and contacts to which you have access rights.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Check for Duplicates Wizard – cont… The first decision in the check for duplicates wizard is whether to check for duplicate Contacts or Accounts. Typically Simplesoft recommends checking Accounts first, then Contacts.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Check for Duplicates Wizard – cont… The next decision is to set the range of the search. Either look for matches to a single record, all records, or just the records in a specific group.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Check for Duplicates Wizard – cont… The next decision point is to decide what fields to compare when searching for duplicates. As a general rule it is better to start narrow then broaden the search as the more obvious matches are cleared. For Accounts a good starting point is: Account.Account, Account.Mainphone and Account.Webaddress. All three of these fields will have to match in order for the wizard to find a duplicate.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Check for Duplicates Wizard – cont… The next screen will allow you to change comparison options for a given field. Comparison options are Case Sensitivity and the Characters to search. For the first round of searching Simplesoft recommends using the default options of Case Sensitivity = False and Characters = All.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Check for Duplicates Wizard – cont… The last screen of the wizard prompts you to choose which record should become the primary when duplicates are found.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Check for Duplicates Wizard – cont… The wizard will then go out and search the database for duplicates. As matches are found you will be presented with the Duplicate Record Confirmation view. It is here that you can choose to merge this record, all matches, skip this record or cancel the wizard.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Replace Data Wizard Use the Replace Data Wizard to replace one or more values with another value in the ACCOUNT, CONTACT, or OPPORTUNITY tables. You can only replace data in accounts, contacts, and opportunities to which you have access rights. The Replace Data Wizard works with the current account, contact, or opportunity group.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Replace Data Wizard – Cont… The first screen of the replace data wizard prompts you to choose which type of records to update (Account, Contact or Opportunity).

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Replace Data Wizard – Cont… The next decision is the type of data replacement to perform on the current group.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Replace Data Wizard – Cont… The last screen prompts for a target field and value. If you have chosen a replacement type that requires more input values (search and replace, for example) this is where you will be prompted for those as well.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Use the Purge Records Wizard to delete account, contact, or opportunity records and related data from the database. You specify which type of records to purge and the selection criteria used to identify those records. You can purge only accounts, contacts, or opportunities to which you have access rights. Purge Data Wizard

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Purge Data Wizard – Cont… As with the other wizards, the first screen prompts for the type of records to remove.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Purge Data Wizard – Cont… The next screen prompts for the selection criteria by which the records will be deleted. Simplesoft recommends always purging from a group. This allows you to identify and evaluate the records before they are purged.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Data Maintenance Recommendations Because performing any of the data maintenance wizards results in permanent change to your data Simplesoft has a few recommendations to ensure your data’s safety. 1)Always perform a back-up before running a data maintenance wizard. It is important to run a full database back-up prior to running a purge. 2)Always evaluate your data before making a permanent change. 3)Work from groups, whenever possible. This will limit the potential risk to any data you wish to remain unaffected.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Simplesoft Administrative Groups Simplesoft does have some administrative groups to help get you started with database maintenance. All of the groups start with “ADM” and can be used to identify potentially unwanted data.

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937) Questions & Answers Do you have any questions?

Simplesoft Solutions, Inc. | 550 N. Main Street Suite A | Springboro, OH | Phone: (937)