Rock U - Data - Data Integrity

Transcribed Video Content

Your Rock database is only as powerful as your data is clean. Now that means that not only do administrators work on keeping your data clean, everyone does. Everyone plays a part in keeping your data clean. So let's get into what the data integrity tools look in Rock and how to use them. Alright. Let's look at data integrity in Rock. You're gonna start by hovering over the tools icon. And in the top section here, click data integrity. There's lots of things to go over here, so I'm just gonna step through one at a time. First is the duplicate finder, and this is really important. This is something that will really help you keep your data integrity high in Rock by regularly checking your person duplicates. So you can see here there's a confidence score. There's lots of information about people that Rock through a really well put together algorithm has determined these people are probably duplicates. And I just clicked on one of the records. You can see more closely what records when you click on one of these that they are related to that Rock is pretty confident might be duplicates. And once you click on a person, you get a bit more information and one helpful bit is record source. This is something you use in Rock to see where a record came from. So you can see, for example, if you're getting a lot of duplicate records and you don't know why, you can know exactly where they're coming from and you can take action. But here, you can quickly go to any of these people's profiles. And when you want to take action, you can pick whether you want to mark this as not duplicate. So that would just mean Rockhurst takes this off the table. It won't consider this record a duplicate anymore of the main record, or you can ignore. Now ignore just means until some bit of data changes and the confidence score changes, we're not gonna show this record anymore as a duplicate. But in the future, we might consider it a duplicate again. Now I'm gonna go back to duplicate finder. You can easily search through this list. And one thing I wanna mention here is in the block settings, you can pick the confidence scores that are displayed. For some organizations, they may want to be looking at even really low confidence scores such as in the thirties. Some organizations might want to filter to just a higher confidence score. And anything above this will be considered a very likely match and might be immediately merged. So we're gonna go look at some other data integrity tools. Reports. So these are some really well made reports that help you understand some possible data integrity issues in Rock. Here's an example, self inactivated individuals. So these are people who have marked themselves as not part of the church. So what that means is this will show a list of individuals here that have inactivated themselves in some way. And this is really important to check every once in a while to see maybe why people have marked themselves as inactive because people can add a note when they do this, and even more to just review people that have inactivated themselves. Now back to reports, another one is pending individuals, and these are people who have a status of pending. Right now, we don't have any of those people, but you may have people in a pending state that you want to go check on and make sure that their record is up to date because they've decided to add their profile in some way, but it's not yet complete. And for these reports, you can edit the data view that you're looking at and some of the fields that are being shown so that you can get a really specific view. So that's really helpful. We'll go back to reports again. These two are pretty similar, but it's gonna show individuals with duplicate phone numbers or duplicate emails. This is really nice to see possible opportunities to change records or notice when someone has a duplicate record as well. So looking through here will let you see people that have the same phone number as or they have duplicate phone numbers. Now we'll go back to reports. We'll skip duplicate emails. But just as an example, we can see John Smith here, and we saw John Smith earlier as someone who was likely a duplicate person record. You can also see when someone has a background check that's about to expire. And this is nice because if you have certain ministries or steps or things that, one of the requirements is to have a background check, you can reach out to these people and make sure they stay up to date on their background checks so that they can stay serving. Now we're gonna actually go out of reports back to data integrity. Let's look at workflows. So these workflows all in the data integrity category are shown and they do different things. For example, the DISC request helps you use a workflow to send out a DISC request to someone, which is an assessment, but that's largely been replaced by the request assessment workflow. You can also send out a person data error, and this is important to check on because you if someone completes this workflow, it means there's a bit of data that's probably wrong on a person and you wanna go address, get the right data entered. Then a photo request is another workflow you can launch from here. That's an important one that we'll address in a moment, but it helps you keep people's person profile photos up to date and entered, which is really, really nice to have in your system. Now location editor. I already have some filters shown here. So we're searching with these filters. We only see one location. Depending on the filters you put in, you can get a really large list of people. For example, we have a lot of people with the city of Phoenix here, so just typing in PH will show a lot. But this helps you make sure the locations that are entered have the proper formatting and are geo coded. There might be some addresses that when we took the street address and we went to convert it and geocode it to a specific location, it didn't show for some reason. And that might mean the address isn't a real address or has been entered improperly or it could be a range of things. But you can easily find those locations that you may need to check up on, get an accurate address, or find the right geocoded location for it. Now photo requests. This was mentioned earlier. You can come here to verify photos. And if someone has they've interacted with the workflow to update their photo, then it would come here and you can quickly choose to verify these images and get some quick information on who this is. And if you need to crop the photo, change it a little bit, you can do that as well. You can easily verify, and then this will be live on a person's profile. Also, there's photo request application group, and this is simply gonna be a screen that shows you sort of the history of photo requests so we can see photo requests we've already dealt with if you wanna go back and get information on requests that have been done and even go to a person's profile. Back to data integrity, there's merge requests. Now this is only gonna be populated when someone who didn't have permission or wasn't in the data integrity worker role requests to merge people. And you can take really simple action here as someone who has that permission. You can go in and you can see what that request looked , and then we get a bunch of information here. This is the merge record screen. We can make sure that this person will end up with the right information. We can see some helpful things such as when these records were last modified. And if this is a valid merge request, we can end up doing a merge here, and that will update person's information to the specific fields that you have chosen. And this is one of the most important things for data integrity. Then it'll take you right to their profile. You can see some things such as their previous name as well here. But we're gonna head back to data integrity, then data automation. We have a different video where we actually cover all of these things, but just as a high level overview, these things allow you to set up some automatic processes that will be used to keep your data clean, such as inactivating people after a certain amount of time, updating connection statuses, and more. Then NCOA, this stands for national change of address. And if you choose to process an NCOA, which basically checks public records to see if people have changed their address, That will help you change people's addresses in your system without having to ask everyone who is in your system to give their current address. This is where you'd see the results of the NCOA, and you'd be able to take actions and even filter on those records that you see here. Then the last one, connection status changes. You may have many connection statuses in Rock such as member, attendee, visitor. And if you want to see a list of people that have changed from one status to the other, you can easily do that here and see what someone's progress has been in your organization.