Is your CRM data fit to use? Data Health in CRMBix
Someone asks why the report doesn't match reality, and you can't answer, because you don't know how many records are wrong or which ones. Data Health gives you both: one score for your Dynamics 365 data quality, and a list of the records behind it.
Sample dataData Health in about a minute, narrated.
Sound familiar?
- The same contact exists twice, with different details on each record.
- Mailings miss people because email addresses are missing.
- The pipeline is full of opportunities nobody has touched for months.
- A data cleanup is always about to start.
How Data Health helps
A health rule looks for one kind of problem in one table. A scan runs the rules. Every record a rule finds becomes an issue, with a link to the record. The results add up to a health score out of 100.
| Rule type | What it finds | A ready-made example |
|---|---|---|
| Missing | Records where a column is empty | Contacts without an email address |
| Duplicate | Records that share a value | Accounts with a duplicate name |
| Stale | Records nobody has changed for a number of days | Opportunities not updated in 90 days |
What you get on day one
Setup adds up to 20 ready-made rules for contacts, accounts, leads, opportunities and cases, then runs your first scan. It skips any table your environment does not have. You can change the severity of any rule, or deactivate one you don't need.
How to add your own rule
You pick everything from lists. There is no query to write.
- On the Home page, under Data Health, choose Add a rule.
- Choose the Rule type: Missing, Duplicate or Stale.
- In Table, start typing and pick the table. In Column, do the same. A Stale rule asks for a number of days instead of a column.
- Choose the Severity. The Name fills in for you; change it if you like.
- Choose Add rule. It runs in the next scan, or choose Run a scan to try it now.
How to fix what it finds
- Open Issues. Each issue is one record that fails one rule.
- Select the Record Link to open the record, and fix it.
- The next scan marks the issue Resolved. If the record fails again, the same issue reopens.
If you decide to leave a record as it is, set the issue to Ignored. Scans then leave it alone, and it no longer lowers the score.
How the score works
The score runs from 0 to 100. Each rule scores the share of its records that pass. High severity counts three times, Medium twice and Low once.
An example with two rules. A High rule finds 37 problem contacts out of 412, so it scores 91%. A Low rule finds none, so it scores 100%. The health score is (3 × 91 + 1 × 100) ÷ 4 = 93.
Fix ten of those contacts and the next scan scores higher. That is the number to show your manager each month.
When it runs
A full scan of every active rule runs each week on the day you choose. Run a scan on the Home page starts one at once. After each weekly scan, CRMBix Administrators get a digest under the bell with the score, how it moved, and how many rules passed or failed.
Good to know
- A rule checks active records only.
- Duplicate means an exact match on one column.
- A rule counts every failing record and lists up to 500 of them as issues. You can change that number in Settings.
- A large table takes longer to scan. To check recent records only, fill in Only records from the last (days) on the rule.
- CRMBix never changes your records. It finds the problems; you decide what to fix.
Next, see what is in your environment with Inventory, or go back to the tour.
