Compatible CRMs
CRM | Archive | Update | Populate | Merge |
Salesforce |
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Dynamics |
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Interaction | 
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Hubspot | 
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Intapp | 
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How it works
Archive: helps you identify and address old, stale contacts
Update: helps find and update CRM contacts with out of date information
Populate: presents important contacts that are missing from your CRM
Merge: helps find possible duplicate contacts in your CRM and merge them
To access Cleanse, select the Cleanse icon from the Relationship Portal toolbar
How to Use Cleanse
To start, choose an action from the left column that you would like to perform:
Archive
Introhive finds contacts that your team is no longer communicating with and are not being viewed in your CRM.
Update
We scrub your data to recommend updates for contacts in your CRM that may be out of date. We identify contacts with newer titles, companies, email or addresses, or have had other key details that may need to be updated.
Populate
Introhive finds contacts your organization is in contact with. We compare these to the contacts in your CRM, and show you contacts missing from your CRM.
Merge
Introhive compares key contact data to find contacts that appear to have been duplicated in your CRM. You will be able to merge the duplicate contacts.
Selecting a section will display the following options:
Contacts
Selecting contacts displays the contacts to be addressed in your center workspace.
Processed
Processed will show you the contacts that you’ve updated previously, and what was changed.
Skipped
Contains contacts that you have removed from the main Contacts list and placed here for future reference. Skipped contacts remain in this area until they are actioned or new data is found for them. If the latter, the contact will be moved back to the Contacts section.
The number next to these fields shows how many contacts there are. By default the system only displays the last 180 days’ worth of contacts. You can see more by modifying the filters.
Filtering contacts by CRM account
To display contacts associated with a specific account(s), click inside of the Search Accounts bar on the top of the search bar column.
Type in the name of the account to limit the search on. The system will then display any accounts that match what you have typed in.
Select the account displayed, and the system will display a ‘filter’ icon, showing you how many account filters have been applied. You can select multiple accounts to filter your results on.
To clear any filters, select the “Filter” icon and you will have the option to Clear All filters, or you can select the minus sign on any of the accounts to remove them individually from the filter
Filtering within Archive, Update Populate and Merge
Each Cleanse Action (Archive, Update, Populate, Merge) allows you to filter the suggestions that are given. Select the Filters button to access these options.
Filters will differ slightly from one Action to the next, but the full list of filters appears below. Applying filters refines your search so that you are more efficient and effective using Cleanse.
Filtering within Archive, Update Populate and Merge
Filter Options
Narrow by field
Displays contacts for the field type that has been selected. For example, selecting Title while in Update will only display contacts where there are differences in the Title field. These filters are AND filter, meaning if you choose Title and Last name, it will find contacts where there has been a change to both.
Contact owner status
Inactive - displays contacts where the contact owner is inactive in your CRM
Active - displays contacts where the contact owner is active in your CRM
Off - displays contacts for all contact owner types, both active and inactive
Connected Colleagues
Allows you to search for contacts by the colleague(s) that have a relationship with them in introhive. Start typing and select the colleague name. You can search for multiple colleagues.
Title Level
Filter for contacts by their Title Seniority.
Insight Type
Displays contacts by where the data was found from in Introhive:
Introhive Insights - these are data obtained from email addresses and exchanges
Email Signatures - highlights data points collected from signature scraping
Manual data Entry - displays when a contact’s data was modified by an Introhive user
Enrichment - these are the remaining Introhive enrichment sources
Relationship Strength
Limits the contacts displayed to only those with the relationship strength(s) shown by using the slider bar.
Last Interaction Date
By default will only show the last 180 days’ worth of contact recommendations. This can be modified to choose any of the top ones displayed, or Off to show everything. Selecting Off can result in many contacts being
Using Cleanse - Update
Update candidates are recommend based on several criteria. When any of the following contact information is different between your CRM and Introhive, that contact will be displayed:
First Name | Email Address | State/Province |
Last name | Work Phone | City |
Title | Mobile Phone | Street |
Account | Country | Zip/Postal Code |
Entries are listed in the center section displaying their name, title, account, relationship strength, and status with the most recent contacts displayed at the top.
Select a contact to display the entry on the right. Teal dots appear next to fields where a difference between the CRM and Introhive exists. Simply select the option that is most up to date in order to update CRM and Introhive, or edit the record if neither is correct:
Recommendations displays the data that exists in Introhive
In CRM displays the data as it exists in your CRM.
You can edit the data by highlighting the text and typing over it. In some cases this is displayed in a separate column labeled Result.
Using Cleanse - Update
Account Changes
Search for accounts by highlighting the account field and start typing the new account name. Introhive will display possible entries along with the account owner, website and date created in your CRM. Note that each field will display the Insights used to populate the field.
Connected Colleagues
The Connected colleagues section will display all active and inactive colleagues who have a relationship with this contact. They are displayed in descending relationship strength order.
Update the Contact
Select the Update Contact button to update the contact in the CRM and/or Introhive, depending on what choices were made. Regardless, the contact record details will be the same in both Introhive and the CRM. After updating a contact, the contact record is moved to the Processed section.
Skip the Contact
If you select the Skip option, the contact will be removed from the Contacts tab ad placed in the Skipped tab. This makes it easier to select a range of contacts to work on later and store them temporarily on the Skipped location.
Status Column
The Status column displays a red warning triangle in the following situations:
when contacts have been processed previously but failed to process properly (If this occurs, try to update the contact again, and reach out to Introhive support if it fails a second time).
When the contact is missing key information, such as an organization, and cannot be processed before that is corrected.
Using Cleanse - Populate
Account Changes
Search for a different organization by highlighting the Account field and start typing the new organization name. Introhive will display possible entries along with the website. You cannot create new organizations in this manner, organizations must already exist in Introhive.
Connected Colleagues
The Connected colleagues section will display all active and inactive colleagues who have a relationship with this contact. They are displayed in descending relationship strength order.
Populate the Contact
Select the Populate Contact button to populate the contact in the CRM. After populating a contact, the contact record is moved to the Processed section
Skip the Contact
If you select the Skip option, the contact will be removed from the Contacts tab and placed in the Skipped tab. This makes it easier to select a range of contacts to work on later and store them temporarily on the Skipped location.
Status Column
The Status column displays a red warning triangle in the following situations:
when contacts have been processed previously but failed to process properly (If this occurs, try to populate the contact again, and reach out to Introhive support if it fails a second time).
When the contact is missing key information, such as an organization, and cannot be processed before that is corrected.
Using Cleanse - Merge
Introhive compares key contact data to find contacts that appear to have been duplicated in your CRM. You will be able to merge the duplicate contacts. In order to determine which contacts may have duplicates, the contact records need to have one or more of the following criteria:
Same Email Address
Same First Name, Last Name and Account
Same Phone Number
These properties are configurable, reach out to your CSM for more information
Entries are listed in the center section displaying their name, title, account, relationship strength, status and number of possible duplicates, with the most recent contacts displayed at the top. The Status display a red triangle when contacts have been processed but failed to process properly. Try to merge the contact again, and reach out to Introhive support if it fails a second time.
Select a contact to display the possible duplicates on the right.
Merge has 4 main steps, outlined on the next page.
Using Cleanse - Merge
Merge Steps
Select the Main Record to keep in CRM, then click Next Step.
Select the CRM records that are truly duplicates of the Mail Record. You can have more that one duplicate and you can decide not to merge some records together. Once done, click Next Step.
Select the values that the remaining record will keep as true. These values come directly from the contact records about to be merged, so you can decide which to keep and which to discard. Once done, click Next Step.
Review the information. You can always go back to the previous step by clicking the Back button and change whatever you need to change. Once satisfied, click Merge Contact.
Using Cleanse - Archive
Archive displays contacts that your team is no longer communicating with and are not being viewed in your CRM. If a contact meets all of these criteria, they are presented to Archive:
It hasn’t been updated in CRM in the last 6 months
There have been no emails with the contact within the last 2 years
There have been no meetings with the contact within the last 6 months
No one in the company has a medium-high relationship with the contact
These properties are configurable, reach out to your CSM for more information.
Entries are listed in the center section displaying their name, title, account, relationship strength, and status, with the most recent contacts displayed at the top. The Status display a red triangle when contacts have been processed but failed to process properly. Try to archive the contact again, and reach out to Introhive support if it fails a second time.
Select a contact to display the old, stale contacts on the right. And press Archive Contact to archive it in your CRM.
Archiving a contact works differently depending on your CRM.
SALESFORCE
An archiving SFDC account must have been created or assigned when Cleanse was configured for you. Archiving contact moves the contacts under it when a contact is archived.
DYNAMICS
Selecting Archive Contact will deactivate the contact record in Dynamics
Can I select multiple contacts to Archive/Populate/Update?
Yes In the center section you can use the boxes next to the contacts to multi-select contacts. Then select the Action button next to the name column (three dots).
Choose to either Update, Populate or Archive the selected entries, or Skip Selected to send them to the skipped section.
NOTE: You cannot multi-select Merge candidates in this manner.
Can I have multiple CRMs attached to my Cleanse instance?
Yes - select the Change link on the top left, and choose the CRM you want to view recommendations for. Setting up a multi-CRM Cleanse instance should be discussed with your CSM and Introhive support.
Can I automate any of the Cleanse options?
Yes - Included with Cleanse is a Smart Update option that can automat all or parts of the update process, saving you valuable time. A separate document covers this functionality, or reach out to your CSM for more details.