You use InterAction to export the data for scrubbing.
This section covers the following topics:
- Setting up the Export Instructions
- Exporting the Data
- Export the Data to Scrub
- Preparing the Export File for Data Scrubbing
- Sending the Data to a Third-Party Organization for Corrections and Scrubbing
Setting up the Export Instructions
Use the normal export feature in InterAction to export the data. You should export people and companies separately, as the required fields are different for each.
Export instructions for exporting the mailing addresses for people and companies are provided with InterAction. Use AC Company Address for companies and AC Person Address for people.
You can modify the export instructions as needed. For example, you can create instructions that export home addresses instead of mailing addresses.
Company Export Instructions
For companies, the exported file must contain the columns below in the order shown.
The first column must be named Company Name. The names of the other columns can be different. For example, if you are exporting the mailing addresses, by default the address column headings begin with Mailing. If you are exporting the Business address, the address column headings begin with Business instead.
Export these columns:
- Company Name
- Address Line 1
- Address Line 2
- Address Line 3
- City
- State
- Postal Code
- Country
- Address ID
- Address Source ID
Person Export Instructions
For people, the exported file must contain the columns below in the order shown.
The first column must be named Title. The names of the other columns can be different. For example, if you are exporting the mailing addresses, by default the address column headings begin with Mailing. If you are exporting the Business address, the address column headings begin with Business instead.
Export these columns:
- Title
- First Name
- Middle Name
- Last Name
- Address Line 1
- Address Line 2
- Address Line 3
- City
- State
- Postal Code
- Country
- Address ID
- Address Source ID
Exporting the Data
Because the columns required vary for person and company data, you should export these items separately. There are several ways to do this:
- Export directly out of a folder that only contains one kind of contact. For instance, exporting out of the Firm Contacts - Companies folder should produce only companies.
- Run a search in InterAction to find only people or only companies. Use the criteria Contact Type is and select either Person or Company.
- In a folder or search, sort the contact by the company/person icons then mark all the contacts to export.
Export the Data to Scrub
- In InterAction, open the folder or search result to export.
- If necessary, mark the contacts to export.
- Choose Folder > Export.
- Enter the File Name.
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Select the Export field headers in first row check box.
The field headers must be included in the export file. If they are not, Application Collaboration does not re-import the data!
- Select the export instructions to use.
- To use the included instructions, select AC Company Address for companies or AC Person Address for people. These instructions export the mailing addresses for the companies or people.
- To create your own export instructions, choose New. Be sure to follow the guidelines given in Setting up the Export Instructions when creating the instructions.
- Choose OK to export the contacts.
Preparing the Export File for Data Scrubbing
In some cases, you might want to review the export file and make changes before sending it out for scrubbing.
For example, if you export person contacts, several people might have the same address shared from a company. Since changing the address once fixes it for all people, you might want to eliminate these duplicates. This is especially important if your data scrubbing service charges by the address.
To find duplicate addresses, open the export file in a program such as Microsoft® Excel® and sort by Address ID. Delete addresses with duplicate Address ID values.
Sending the Data to a Third-Party Organization for Corrections and Scrubbing
Most third-party organizations that provide data scrubbing or data cleansing services can work with CSV files.
Make sure the organization does not rearrange or delete any of the columns. If necessary, additional columns can be added to the end, as long as the columns are added to all rows in the export file.
Application Collaboration uses the Address ID and Address Source ID columns to find the addresses to update. Therefore, make sure the data in these columns is not changed.