Data Hygiene

Organizing properties, folders and lists

Strategy

Maintaining pristine data hygiene in your CRM database offers strategic and tactical gains. Strategically, accurate, consistent, and complete data forms the bedrock of well-founded insights, driving informed decisions and cohesive cross-departmental strategies. Tactically, clean data minimizes communication errors, elevates customer satisfaction, and enables targeted campaigns for higher conversions. Furthermore, adhering to data hygiene bolsters regulatory compliance, safeguarding against breaches. Prioritizing CRM data hygiene maximizes operational efficiency and customer relationship potential.

Project Management

Most data hygiene tasks occur in either an automated or manual ETL pipeline.

An ETL pipeline is the set of processes used to move data from a source or multiple sources into a database such as a data warehouse. ETL stands for “extract, transform, load,” the three interdependent processes of data integration used to pull data from one database and move it to another.

Tasks associated with data hygiene typically fall into one of these buckets:

• Export (extract)
  
  • System(s) access will be required if the implementation team is to export the data
  • Files from the client (Excel, CSV) may be sent in lieu of granting Vonazon system(s) access
• Format (transform)
  • HubSpot properties created or types reformatted (e.g. converting a free-text field to a multi-select)
  • Titlecase corrected (e.g. converting STATE NAME to State Name)
  • Record association  (e.g. associating contact records to deal/company records)
• Upload (load)
  • Files can be uploaded and mapped to existing HubSpot properties
  • Integrations can be used to load data/properties into HubSpot

(insert +/- examples)

Implementation

Properties

Best practices

• • HubSpot Field Types - Formatted fields are always better than free text fields for creating lists or filters using: 
    • Single checkbox: stores only two options, on or off. You can use this field type when you need a property with values that are true or false. In forms, they appear as a single checkbox.
    • Multiple checkboxes: stores checkboxes that contain several options, with a maximum of 5000 options. Each option has a maximum of 3,000 characters, including its label, value, and description. This is an enumeration property.
    • Dropdown select: stores up to 5000 options, where only one option can be selected as a value. Each option has a maximum of 3,000 characters, including its label, value, and description. In forms, they behave the same as radio select fields, but appear differently. This is an enumeration property.
    • Radio select: stores up to 5000 options, where only one option can be selected as a value. Each option has a maximum of 3,000 characters, including its label, value, and description. When editing on a record, they appear and behave the same as dropdown select fields. In forms, they behave the same as dropdown select fields, but appear differently. This is an enumeration property.
    • Date picker: stores a date value. In forms, they are used to allow visitors to input a specific date in a consistent format.
      
      
• system default vs custom properties

Folders

• Best practices
• workflows
• lists

Lists

• Best practices

Saved Views

• Best practices

Teams

• Best practices

Permissions

• Best practices