Wonderful World of Data Cleanup

1. Wonderful World of Data Cleanup Keenan & Mona

2. Session starters Please silence all cell phones Please hold questions for question breaks Please state your name and organizationwhen asking a question PowerPoints and handouts are available at www.csoresearch.com/csoconference Sit back, relax and let’s have some fun!

3. Overview • Creating Effective Reports for Data Cleanup • Reporting Overview • New Reporting Features • Using Excel to Analyze System Data • Identify/Remove Duplicate • Excel Tips & Tricks • Cleaning Up Your Database • Mass Change/Mass Delete • Uploads • Best Practices & Site Management

4. Effective Reporting • Using the Right Reporting Tool • Know when to look for system activity vs. reports • Tracking System Activity (Activity Log) • Used for Tracking Events within the system • Tools – Activity Logs • Login activity, Jobs Viewed, Profile edits, emails, etc. • Set up Activity Log as a sentence: User Source (Subject) -> Action Performed (Verb) -> Action Target (Direct Object)

5. Effective Reporting (Reports) • Used to Track User Profiles and Record information, as opposed to their activity within the site. • Know which database to search in! • Every type of record in the site is stored in its own type of database • When running reports, make sure to search within the right one.

6. New Reporting Features! • One-Click Reporting • Subjects not normally available, or easily accessible within the reporting tool. • Export Searches to Excel • Easy way to get a quick headcount of a certain list, without having to set up a new complete report. • Available for most every results list!

7. Export to Excel

8. Organizing Data in Excel You have your report data.. Now what? • Example: Remove Duplicates • Conditional Formatting - > Highlight Duplicates • Sort by formatting to organize the duplicates in a batch • Remove Duplicates

9. Report Duplicates

10. Cleaning Up Your Database!

11. Mass Change Easy way to change information for a large amount of records at once! Tools>Reports>Mass Change

12. Mass Change Step 1: - Select Mass Change Query Type What type of change do you need to perform? - Select Database of Change What database will you be making the changes from?

13. Mass Change Step 2: Select Field to Change • Can only change from one value to another (with the exception of Birthdate and Password) • Cannot change to a null value. • Cannot change from a null value.

14. Mass Change Step 3: Select Criteria to narrow down your audience

15. Mass Change Step 4: Review List

16. Mass Change Step 5: Confirm Selection

17. Mass Delete Easy way to purge records in bulk! Tools>Reports>Mass Delete

18. Mass Delete Step 1: - Select Query Type What database do you want to delete from? - Select Database Records to Delete What information do you want to delete?

19. Mass Delete Step 2: Select Criteria to narrow down your audience

20. Mass Delete Step 3: Review List Step 4: Confirm Selection

21. Uploads • Keep student records up to date using Custom Student Uploads • Can be done from Administrator end • Uploads can be manual or automated

22. Uploads • Manual Upload • Manual uploads must be set up manually each time under Tools>Uploads. • Unlimited amount of uploads. • Automated Upload (sFTP) • Only need to set up the upload once and uploads run automatically. • You choose what fields to upload. • You choose the frequency of the upload.

23. Uploads Common Fields to Update: • Classification • Address Information • Majors • Grad Month and Year

24. Uploads Important things to note about uploads • File must be in .csv format • Must match by a unique identifier (e.g. Student ID, Record ID, Username) • Values from school system must match values in CSO system

25. Uploads Questions? Contact your CRM for more information and assistance Visit the Custom Student Upload Instructions page: http://www.csoresearch.com/services_main/customstudentupload.aspx

26. Managing Site Settings Rundown on common Tools/Setup items that require maintenance • Email Templates • Codes • Internship Timeline terms • Resource Library

27. Updating Email Templates • CSV Icon - Update merge codes • Word Doc Icon – Download default template/customize wording • Green man icon – Indicates a customized template/download customized template to revise

28. Updating Codes Keep your field lists up-to-date! • Code Type: What field do you want to update? • Values: List of existing codes (active and inactive) • Code Display Text: Code name • Code is Active: If checked, value will appear in field. If not checked, value will be inactive and not appear as an option. • Update Selected Code: Update existing code • Add as New Code: Add a brand new code

29. Updating Timeline Terms • Inactivate old timeline terms under Tools>Setup>Timeline Terms • Click Edit and uncheck Active box Removes term from list when user is reporting a new co-op/internship hire

30. Updating Resource Library • Update existing resources under Tools>Resource Library • Delete old resources • View/Reset counter

31. Questions?

32. Best Practices • Review old Admin accounts • Inactive old accounts • Updating Banner • Newer/Sleeker designs • Updating Contact information • Visit our Marketing Page for ideas! • Updating Memos • Update wording throughout site • Update contact information/Policy changes

33. Summary • Creating Effective Reports for Data Cleanup • Reporting Overview • New Reporting Features • Using Excel to Analyze System Data • Identify/Remove Duplicate • Excel Tips & Tricks • Cleaning Up Your Database • Mass Change/Mass Delete • Uploads • Best Practices & Site Management

34. Questions?

35. Thank you for attending! If you have any additional questions, please contact the Support Team or your CRM. What’s next? Safe journey home!