Cleanse for Relationship Portal
What is Cleanse?
Cleanse works alongside your CRM to keep information clean and accurate. Introhive identifies data inconsistencies between your CRM and Introhive’s data and presents them to you to action.
Relationship Portal Cleanse identifies this in 2 main areas:
Update: helps find and update CRM contacts with out of date information
Populate: presents important contacts that are missing from your CRM
To access Cleanse, select the Cleanse icon from the Relationship Portal toolbar.
How do I use Cleanse?
To start, choose an action from the left column that you would like to perform:
Update We scrub your data to recommend updates for contacts in your CRM that may be out of date.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.
Selecting a section will display that option in the right workspace with the following options:
Contacts Selecting contacts displays the contacts to be addressed in your center workspace.
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.
Processed Processed will show you the contacts that you’ve updated previously, and what was changed.
The number of records shown will display as X results, where X is the number of contacts returned based on any filters that have been applied. By default the system only displays the last 180 days’ worth of contacts. You can see more by modifying the filters.
Filtering within Update and Populate
Each Cleanse Action (Update, Populate) allows you to filter the suggestions that are given. Select the Filter button to access these options.
Filters for the Contacts and Skipped tabs appear below, and are the same for both Update and Populate actions. Applying filters refines your search so that you are more efficient and effective using Cleanse.
Filters for the Processed tabs appear below. These are slightly different for the Update and Populate actions.
Update > Processed
Populate > Processed
Filtering within Update and Populate
Filter Options - Contacts and Skipped
The fields options are explained below. Nce you have modified the selections, choose Show Results to effect your changes and display the filtered results.
Fields with changes 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 filters, meaning if you choose Title and Last name, it will find contacts where there has been a change to both.
Seniority level Filter for contacts by their Title Seniority (C-level, Vice-President, etc.)
Data Sources Displays contacts by where the data was enriched 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
Organization Allows you to filter the result by a specific Organization. Start typing and Introhive will suggest Organizations that match your result.
Connected Colleagues 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.
Last Interaction Date By default will display the last 180 days’ worth of contact recommendations. This can be modified by selecting the box and choosing a last interaction date To select all entries, press the x in the search box to clear the box, and when you select Show Results, all dates will be considered. Note - this can result in many contacts being returned.
Relationship Strength Limits the contacts displayed to only those with the relationship strength(s) shown by using the slider bar.
Filtering within Update and Populate
Filter Options - Processed
The fields options for Processed are explained below. Once you have modified the selections, choose Show Results to effect your changes and display the filtered results.
UPDATE > Processed
Organization Allows you to filter the result by a specific Organization. Start typing and Introhive will suggest Organizations that match your result.
Automation Code The two choices in this box are in regards to the Smart Update option, covered in the Smart Update documentation.
Manual action Displays contacts that were manually updated by a Cleanse user.
Auto action Displays contacts that were updated via the automated rules set in Smart Update.
Populate > Processed
Organization Allows you to filter the result by a specific Organization. Start typing and Introhive will suggest Organizations that match your result.
Using Cleanse - Update
Update candidates are recommend based on several criteria. When any of the following contact information is different between CRM and Introhive, that contact will be displayed:
First name
Last name
Title
Organization
Email Address
Work Phone
Mobile Phone
Country
State/Province
City
Street
Zip/Postal Code
Contacts are listed displaying their picture, name, title, organization, relationship strength, and status with the most recent contacts displayed at the top.
Select a contact to display the entry on the right. Any sections that are expanded indicate a field that has different data between the relationship Portal and your CRM, and will display the word UPDATE next to the field. You can expand any section by selecting the down arrow next to the field name. Note that each field will display the Insights used to populate the field.
To edit the contact, 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:
CRM displays the data as it exists in your CRM.
Recommendations displays the data that exists in Introhive.
Results displays the final result that of the contact after selecting one of the options above. You can also edit the data in Result by highlighting the text and typing over it.
Using Cleanse - Update
Organization Changes
Search for a different organization by highlighting the Organization 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.
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, 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 Needs Action warning 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
Populate candidates are contacts your organization are in communication with that exist in Introhive but are not found in your CRM when searching by email address. By default, Cleanse will suggest populate candidates that have all of the following properties:
Is associated to a CRM account
Has a title that is at a high level in the organization
Has at least one email that is NOT personal (i.e. gmail.com, hotmail.com)
Has a first and last name
These properties are configurable, reach out to your CSM for more information.
Entries are listed displaying their picture, name, title, organization, relationship strength, and status with the most recent contacts displayed at the top.
Select a contact to display the entry on the right. You can highlight and edit any of the fields prior to populating the contact.
Using Cleanse - Populate
Organization Changes
Search for a different organization by highlighting the Organization 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, 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 Needs Action warning 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.
Can I select multiple contacts to Populate or Update?
Yes. In the center section you can use the boxes next to the contacts to multi-select contacts. When you do the Update or Populate selected and Skip selected buttons will illuminate.
Select Update/Populate selected update or populate all of the selected entries. Select Skip Selected to send them to the skipped section.
Can I have multiple CRMs attached to my Cleanse instance?
Yes - select the Change Connection link on the top right, and then select 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..