Rock U - Data - Data Integrity

Transcribed Video Content

So let's talk about the topic of data integrity within Rock. Now there's lots of different tools to help you keep your database clean and we're gonna go through a majority of those tools in a section that's labeled data integrity. So data integrity would be under tools, data integrity. Now, some of this will be broken into a couple different videos, I want to go over some of the more general tools within here. Now, your Rock database will only be as powerful as your database is clean. So it's important that you have some routines in here and some volunteer teams that are really going through these features and keeping everything ship shape. The first thing is a duplicate finder. So what this is gonna do is it's gonna go out in your database and it's gonna determine try to determine which records are possible duplicates. Now, our sample database, we only have one possible duplicate. In yours, you should have hundreds of these. Now, first thing you'll notice is a confidence score and that tells us how likely Rock thinks that this record might be a duplicate. We have a a pretty advanced algorithm that's looking at different fields within the database and trying to determine that. So let's go ahead and look at this person who Rock thinks possibly could be a duplicate. At the top, it's gonna pick some the the record that it most likely thinks might be the master, and then those that it thinks are duplicates will be down below. And it could be that you'll see several different possible duplicates down there depending on how clean your database is. Now, from here, can go ahead and merge, the person if I'd or I can go over here and look at these buttons. So I can go look at the the person detail page, but these next two buttons are key. The first one I can say is this is absolutely positively not a duplicate. So sometimes the algorithm is not perfect and you as a human being might know that and have more advanced criteria in your head. And you can just say, no, that's not a duplicate. But the next feature is actually, kind of a nice feature. Sometimes you don't know, there's just not enough information, it's indetermined whether this is a duplicate or not. But you kind of want to get it off your screen, right? You want to keep that list nice and and short. So what you can do here is you can basically just say ignore it. We just can't determine if it's a duplicate or not. If it is, in fact that we get more information in the future, then this record will come back once we have more information. But until it does, it'll be ignored. Now, the the practice of merging duplicates we'll talk about in a separate video just on that topic. But it's important they know that this tool exists in your, data integrity, reports. Let's go back out to the root of data integrity. Here you can have some custom reports and these are just some data views that have been configured. We provide two out of the box, but really you should be coming in here and defining your own that makes sense to your organization. So two that we look at are self inactivated individuals and pending individuals. So a self inactivated individual is someone who through maybe an email or some other interaction on your website has determined that has told you that they're inactive. They don't want to be, considered a participant in your organization any longer. Now, when they do that, it's likely that they'll provide a reason and it's really good to look through those reasons. So, if I were to go through here and if there were some self inactivate people, I could read their reasons and, just kind of read through that and see what people are saying. So, the fact that they're telling you this information, it's really important that you go look at it. The other report that we have for you is pending individuals. So when people add themselves to the database, we typically will add them in a pending state. That gives you the ability to kind of look over those records and decide if they're possible duplicates or not and what you wanted to do with them. And from that point, usually once you assign assign that they're not, duplicates, you'll make them an active record status. But this will show you all the pending individuals. And so again, this is a good report to be looking at, depending on the size of your database either daily or weekly to make sure that you're processing through all of these folks. Okay. Let's go back. Now at this page, we also have some workflows that are very specific to, data integrity. So if I open up this, I can see that I can, look at certain disk requests that have been put out to people. Also, on the person profile page, one of the workflows that people can initiate out of the box is a report that there's a problem with this person's data. Oftentimes, your staff will just fix that, hopefully themselves through training, but there may be some staff who, are uncomfortable with that or maybe they don't have rights to. They can just let that there's those errors and you can fix them. And then we have a photo request. So we can see the workflows that have been created, to get people's photos. And we'll talk more about the photo request feature here in a But the key is if you wanna see the pending request, just go ahead and click this little list icon and you can go ahead and see that. The key one I would think right here is this person data error. You really wanna keep up with that. Someone on staff has basically told you that data is not correct and this gives you the ability to actually go ahead and fix it. Okay. Back to the root of data integrity. Next up is the location editor. And so from here, we we typically don't show you any of the locations. You have to go in here and and start filtering because there's literally gonna be hundreds of locations or thousands of locations in your database. And this tool is really helpful if say you have an address that won't geocode but you really need to get, a latitude and longitude on it. So with this tool, can actually either put a pin on it and and get the geocode or you can go get the geocode from another service and put it on the record and then you can lock it down so that it doesn't get lost. Now, the photo request is a feature within Rock where you can ask an individual or a whole group of individuals to send you their photos. So the first page here is verify photos. Now, those photos come back, they do go immediately in the Rock and they are immediately available for viewing. But in here, you'll be able to see a list of those photos and allows you to kind of approve them or you can even modify them, you can crop them if you need if need be. Typically, this is not really a problem. In all the years that we've had these types of features, we've not seen a lot of abuse of this, but this gives you the ability just to have a little bit of accountability and censorship of what is being put in there. If you do need to go in and look at the the state of some of these requests, you can see some of the history of the photo requests here. So once you approve them, you can actually come back in here and see, who's been already processed. This is typically something if you need to go back and see the history of something that came through a photo request is where you go. Okay. And the last play the last item we'll look at here is merge requests. So some people on staff will be able to do duplicate merging themselves. Other people when they go to do a duplicate merge, it'll just allow them to enter a note and then your data integrity team will come in here and process those duplex, merging requests. So in our sample data, we don't have any but when people come in here, they'll be able to actually start merging these requests if those requests have been made. We'll have more information on duplicates and merging in a separate video. But in general, these are the tools that you'll want to keep your eye on and you also want to be building out some of these reports to keep your database clean.