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CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Wonderful World of Data Cleanup Keenan & Mona.

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Presentation on theme: "CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Wonderful World of Data Cleanup Keenan & Mona."— Presentation transcript:

1 CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Wonderful World of Data Cleanup Keenan & Mona

2 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!

3 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

4 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)

5 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.

6 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!

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

8 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

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

10 CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Cleaning Up Your Database!

11 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

12 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?

13 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.

14 CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Mass Change Step 3: Select Criteria to narrow down your audience

15 CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Mass Change Step 4: Review List

16 CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Mass Change Step 5: Confirm Selection

17 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

18 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?

19 CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Mass Delete Step 2: Select Criteria to narrow down your audience

20 CSO’s 2014 Training & Networking Conference | Austin, TX | Copyright © 2014 CSO Research, Inc. Mass Delete Step 3: Review List Step 4: Confirm Selection

21 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

22 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.

23 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

24 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

25 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

26 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

27 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

28 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

29 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

30 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

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

32 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

33 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

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

35 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!


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