Rock U - Data - Data Integrity v13

Transcribed Video Content

In this video, we're going to look at maintaining data integrity in Rock. Now, are a few different tools for maintaining data integrity, and we're gonna cover majority of them in this video. So let's get started. So to start working with data integrity, the first thing we're gonna do is go to tools and data integrity. Now some of this will be covered in other videos, but for now, we'll cover some of the general tools within this area. So now remember that your your Rock database is only as powerful as your database is clean. So it's important that you have some routines in here, maybe some volunteer teams, so that that are really going through here and going through these features and keep keeping everything ship shape. Okay. So let's start. We'll look at the duplicate finder first. And what this will do is, this is going to go out into your database and it's going to try and determine which person records are possible duplicates. In our sample database here, we only have one person who might have a duplicate record, but it's not uncommon in real databases to have hundreds of rows on this table. So the first thing that we see here on this list is the confidence score, which tells us how confident Rock is that this record might be duplicate. We have a pretty advanced algorithm that's looking at different fields within the database and trying to determine that confidence percentage. Okay. So let's look at this person, in our report here. So at the top, the first row, it's going to pick the record that Rock has determined is most likely to be the master record. And then those that Rock thinks are duplicate records of that record are listed underneath below. It could be that you have multiple possible duplicate records depending on how clean your database is. In this case, we only have one. From here, we can merge the person if we want to. So we can select this box and go over to the, , merge person records feature. But there's also a couple other things that we can do using these buttons here on the right. So the top icon is gonna bring you to the person profile page for this person, and you can do that for either person record. The next icon is used to indicate that you're 100% positively sure that this record is not a duplicate. The algorithm in Rock isn't perfect, so sometimes you as a human being, after looking at the records, you might determine that they're not duplicates, and you would use this button to kind of get it off the list. And the last button down here tells Rock to ignore the record. Now, this is only temporary. It's going to keep this record off your radar until new data comes in, at which point it'll be reevaluated and you'll see it come back up on the list. Alright. So if we go out to data integrity, the next item that we have is reports. And we have a few different reports related to data integrity. So the first one is self inactivated individuals. And so this is someone who, maybe through an email or some other interaction on your website, has told you that they're inactive. They don't want to be considered as participating in your organization anymore. When they do that, it's likely they'll provide a reason, and it's really good to look through those reasons to see why people might be leaving. And you can do that here from this report. We also have the pending individuals report. So when people add themselves to the database, we typically will add them in a pending state. And that gives you the ability to look over these records and decide if they're possible duplicates or not, and what you want to do with them. If you decide they're not duplicates, you'll give them an active record status. And you'll want to look at this, daily or maybe weekly, depending on the size of your organization, to keep up with these pending records for sure. Okay. So also under reports, we have individuals with duplicate phone numbers and individuals with duplicate emails. And we're gonna cover these both at once because they're pretty much the same thing. One just looks at phone numbers. One looks at emails. But, but, yeah, these reports are very similar. The first one lists people who have a phone number that someone else in the database has, while the other one lists people who have an email address that someone else has. But you can look at these reports this to help spot duplicate records. So if we look at maybe the duplicate emails list, we can see, okay, we've got two people with the same email. So these might potentially be be duplicate records, and it's likely that they are. , so you might look at this again just to make sure that the only people who share a phone number or an email are maybe people in the same family, something that. Okay. Going out back out to our data integrity menu here, the next item that we have are workflows. And there are several data integrity workflows. So the first one is the disk request. And from here, can see disk requests that have been sent out to people. This has pretty much been replaced at this point by the request assessment work flow where you can request any assessment, but the disc requests are still there. Then below that, you have the person data error. So on the person profile page, one of the workflows that someone can initiate out of the box is a report that there's a problem with with a given person's data. Often, your staff will just fix person data issues on their own, hopefully themselves through training. But you might have some staff who are uncomfortable with that, or maybe they don't have rights to do it. And they can just let that there's these errors and that you can, fix them. So you can come here to look at those. Down below, you have the photo request. And, , here we can see the workflows that have been created to get people to upload a photo for their profile. We'll talk more about photo requests in a minute. And then down below, have request assessment. And, again, this will show you the requests that have gone out to take one or many of the various assessments in Rock. The key is is that if you wanna see the pending requests, you can, , click the, icon to the right and see all of them. But the most important one is likely the the person data error. You'll wanna look at that one and keep up with that because someone on staff has basically told you that data is not correct. And this gives you the ability to go ahead and fix it. Okay. So next up in data integrity is gonna be the location editor. Now you won't see any locations listed at first, and that's because you need to add some filters. And the filters are needed because if you think about it, all all the locations in the database are gonna show up here, and that includes people's addresses. So there could be hundreds, thousands, maybe tens of thousands of location records. So you have to filter first in order to get a location. But in general, once you have a location, this tool is really helpful if maybe you have an address that won't geocode, but you really need to get a latitude and longitude for it. With this tool, you can either drop a pin on it and get the geocode, or you can get the geocode from another service and put it on the record. And then you can lock it down so it doesn't get lost. Alright. Next up are photo requests. Okay. So we promised to circle back to this. But, again, we talked about before, photo requests are where you can ask an individual or a whole group of individuals to send you their photos. And we've got a couple page here. The first page is verify photos. And when you come here, you'll come here when someone ups uploads their photo. Because when someone uploads their photo, it's immediately in Rock and immediately visible. But here, you'll be able to see a list of those photos, and it allows you to kind of approve them, , or modify them. You you can crop them if needed. Typically, this isn't really a problem. There hasn't been a lot of abuse of the photo upload process, but this gives you the ability to have a little bit of accountability and censorship of, what's being put into Rock. Now, the next page we have under here is the photo request application group. So if you do need to go in and look at 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 already been processed. This is typically something you'd use if you need to go back and see the history of something that came through a photo request. Alright. So next up in our data integrity tour are merge requests. Now some people on your 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 here to this page and process those merge requests. Alright. So going back out to data integrity. Next up, we have the data automation. And there's a lot to do, with data automation. We have a whole video on this, so we're gonna kinda just skip it for now. But just know that this is where you can configure automated processes that help keep your data updated and accurate. Alright. Next, we have the, NCOA results. And what this page is gonna do is it's gonna show the results of the national change of address, the the NCOA process. Typically, you'll come here to look for addresses that require a manual update or addresses that could not be processed for one reason or another. You'll want to check-in on this page after each time you run the NCOA process, which is maybe once or twice a year. Alright. And then going back out to data integrity, our last item here is connection status changes. And just as the name implies, this is gonna show you a history of connection status changes. The page is pretty basic. You'll just provide a date range and an original status and or an updated status. So this will show you people who may be moved from being a visitor to being an attendee. So this is a great way to monitor people's relationship to your organization and changes to that relationship. And those are some of the tools that are in place to help you maintain data integrity in your system. For more information on these features, check out our RockAdmin Hero Guide posted to the community website. And thanks for watching.