CleanUpdate Help: Oracle CRM On Demand
CleanUpdate is a mass update and owner reassignment tool embedded in Oracle CRM On Demand. CleanUpdate can be launched from your Oracle CRM On Demand main Admin homepage under Data Management Tools. Click on Update Records under ActivePrime Services to launch CleanUpdate.
CleanUpdate can also be launched from the Oracle CRM On Demand My Setup Page under Data & Integration Tools.
To use CleanUpdate, first select the type of records you wish to update (10 objects is available) from the menu in the upper left corner. It is best to select parent objects first.
After selecting which type of records to import, you must choose your Settings. CleanUpdate will update records based on these Settings.
To define your settings, click Settings in the upper left corner. In this menu, you can select the records to update, the displayed fields, and actions you wish to take. The menu can be collapsed by clicking Settings again or by clicking Close in the corner of the menu.
Select the Records to Update
Select the records to update. You can choose to update a list of CRM record IDs either directly from CRM On Demand or in an external CSV of record IDs.
To update a list of records by IDs in an external CSV file, select the option Use external CSV list of IDs to update. Click the Browse for CSV... button, select the file containing the record IDs to dedupe against, and click Open to upload the list to CleanUpdate. After the file is uploaded, use the dropdown menu to select the column containing the record ID values.
To update a list of records in Oracle CRM On Demand, select the option Update a list in my CRM. Click the + button and choose an Oracle CRM On Demand list. Select a List from the dropdown and enter a List Description. Click Save to use this list in CleanUpdate. For best performance, we recommend using a list with 250,000 records or less.
For more information, see this instructional video.
Lists that you upload will be saved for future use in CleanUpdate. You may edit or delete a list at any time. If you have multiple lists uploaded in CleanUpdate, simply select the one you would like to use for the current session by clicking on it.
You can create a list to target a desired segment of records via the Objects tabs in Oracle CRM On Demand. In the Lists section of the tab, click New and define search criteria for your data. You must save the list in order to use it in CleanUpdate.
Lists created for use in CleanUpdate can be Public or restricted to Roles to limit the report from being displayed for all CRM On Demand users. If saving a list as Private or restricting it to a Role you will need to export the list with the record ID and use the option to Use external CSV list of record IDs to update.
If you are new to CleanUpdate, it is best to start with small data sets and work up to larger data sets as you master the update functionalities.
Choose the fields to display on-screen and the ones you may wish to update. You can add, remove, and rearrange any fields that exist in Oracle CRM On Demand including custom fields. All available Oracle CRM On Demand fields are listed in the Available fields column. Fields that will be displayed in your CleanUpdate results are listed in the Show these fields in this order column.
To change the fields that will be shown, click on a field name and use the Add and Remove buttons. To change the order of displayed fields, select a field from the Show these fields in this order column and use the Move up and Move down buttons. To discard any changes you have made, click Cancel.After CleanUpdate returns results, you may wish to change the fields displayed on screen. To do this, simply make your changes in the Displayed Fields menu and click Apply.Remember to display all fields that will help you to review your records.
After selecting your fields to display you must click the Read Records button at the top of settings before moving onto Actions. No Actions will be available until you read records.
There are two subsections of Actions for CleanUpdate: updating fields and updating owners.
Updating a Field
You can select to update a field using the Find and Replace Field option or the Mass Update Field option. Using Find and Replace Field option will scan the list selected above for the Existing Value you enter, and CleanUpdate will replace it with the value entered into the Update Value field. If a field does not match your Existing Value then the field will not be updated. Using the Mass Update Field option, you first need to select the field you wish to update. Next you need to type in the value into the Update Value field that you wish to change ALL the records in your list to.
Lastly, you need to click Apply. When you click Apply the fields will be updated in the grid but not yet in your CRM. The fields will be highlighted . If you do not like your changes you can click the Undo Changes button and your grid will revert back to the original.
Updating an Owner
You can select to update an owner using the Find and Replace Owner option or the Mass Update Owner option. Using the Find and Replace Owner option you will use the Existing Owner dropdown to select an owner in the grid. Next you select the new owner from the New Owner dropdown. Only owners matching the Existing Owner selected will be updated. Using the Mass Update Owner option, you select a new owner from the New Owner dropdown. ALL records in the grid will be updated to this new owner.Lastly, you need to click Apply. When you click Apply the owner field will be updated in the grid but not yet in your CRM. The fields will be highlighted . If you do not like your changes you can click the Undo Changes button and your grid will revert back to the original. When you are updating an owner, you also have the option to update child objects by checking off the object in the Children to Update section. The available list of child objects can be configured through ActivePrime Support
Saving Your Settings
When you have finished choosing your settings, save them by clicking the Save As... button at the top of the Settings menu. Enter a name for your customized settings and click Save.
Your saved settings are listed in the Current Settings menu in the upper left side of the CleanUpdate window. To load your saved settings at a later time, click on the menu next to Current Settings and select the saved settings.
Understanding Your Results
After CleanUpdate has updated the records in the grid, the results will be displayed in the main body of the CleanUpdate window.
Reviewing Your Data
Click the arrow to expand the grid and review your updated records.
You can easily review your records before updating:
- Remove a record from the update process by using the Remove link. The record will become grayed out and remain on the grid. Click the Undo link to return the record to the update process.
- Make manual edits by double clicking in a field and typing in your value. If the value you type is different then it will become highlighted. Manual edits override the values from your Actions.
Underlined text values are hyperlinks to the existing record in Oracle CRM On Demand. View Errors in the category grid title bar.
Your duplicate sets can be sorted by the data in any of your displayed fields. Simply click on the column header to enable ascending or descending sorting. Your duplicate sets will be sorted amongst each other by the final record data in the selected column.
Your records can be sorted by the data in any of your displayed fields. Simply click on the column header to enable ascending or descending sorting.
Exporting Your Data
Your grid can be exported to a spreadsheet. Exporting may be helpful if you require external review or you wish to keep a back up. Click the Export button in the grid title bar to choose a filename and type. You may filter by owners if desired. Click Save to generate the file.
You can see the statistics of your current CleanUpdate run by clicking Statistics in the upper-left corner of the window.
Updating Your Records
When you are satisfied with your settings and have reviewed your data, you can update records in two ways:
- Page-by-page by clicking Update Current Page in the category grid title bar.
- All Records by clicking Update All in the category grid title bar.
You can choose to update your records now, or update the records later using ActivePrime Scheduler. See the Scheduler section of CleanUpdate Help for more information.
If your record updates successfully, you will see success in the Update Status column. If your update was unsuccessful you will see view errors in the Update Status column. You can view error details by clicking view errors in the Update Status column or View Errors in the grid title bar. If you can correct the cause of error, you can re-attempt to update the record.
**It is important to note that each Update process is final and cannot be undone without rerunning CleanUpdate again with new settings.
Your Oracle CRM On Demand account administrator is responsible for maintaining your CleanUpdate account options. Your account options can be accessed by clicking Options in the upper right corner of the CleanUpdate window. Here, you can update your CleanUpdate account, manage users, manage saved settings, manage email notifications, update CRM fields, and make feature suggestions.
Update CleanUpdate Account
This page is used to update your Oracle CRM On Demand administrator information. This is the account that CleanUpdate accesses to perform searches. If the admin username or password for the account changes, please update it here so that CleanUpdate can continue accessing your Oracle CRM On Demand data.
This page allows you to manage the Oracle CRM On Demand users who are able to use CleanUpdate. To enable a user, check the Standard box next to that user's name. To disable a user, uncheck this box. You can add additional Admin users by checking the Admin box. You can only enable as many CleanUpdate users as the number of licenses you have in your subscription.
There are two types of licenses: Standard Access and Administrator Access.
- Admin licenses give full access to all records in the CRM regardless of ownership. They also have access to this manage users area, to Update CRM Fields, and to Update Account.
- Standard licenses restrict the user to only those records they own. They also do not have access to this manage user area.
If you need more licenses, click Inquire About Adding More Licenses.
Any new users of your Oracle CRM On Demand account will appear on this list and can be enabled at any time, provided that you have enough user licenses.
For long lists of users, you may need to search for users. You can use the column filters to search for users. Enter your filter criteria and click Apply Filter to refine the list of users on display. You can also press Ctrl+F to find users.
- Above CRM Status, you can select for active, inactive, or all users.
- Role, Region, and Sub-Region have case-insensitive search fields. For example, enter "admin" above Role to search for your company's Administrators.
- After updating users, you must click Save to save your changes. Clicking Apply Filter to search for users will discard any unsaved changes on screen.
- Click Export CSV to export the CleanUpdate user list on screen.
For more information, see this instructional video.
This page allows you to save your CleanUpdate settings for future use. Click Save Current Settings to save your custom settings that are currently being used in CleanUpdate.
All prior saved settings will also appear on this page. You can load any saved setting by clicking Load. You can change the default setting which CleanUpdate will automatically load when it starts. You can also delete and rename settings here.
This page allows you to manage the email addresses that will receive notifications about CleanUpdate. Enter one email address per line in the text box, and click Save Emails to save your changes.
Update CRM Fields
Click Update CRM Fields to update the fields and labels from your CRM into CleanUpdate. If a user changes any labels, adds new custom labels, or removes labels, clicking this button will refresh their appearance in CleanUpdate instantly.
Is there anything new you would like to see in CleanUpdate? Anything that ActivePrime could do differently?
Click Feature Suggestion to send a feature suggestion to ActivePrime. This link will lead you to our support portal, where you can submit your suggestion to the ActivePrime team.
Use ActivePrime Scheduler to run CleanUpdate whenever you want, even remotely! Schedule events to routinely scan for outdated data. Use update events to update records in your CRM. Access ActivePrime Scheduler by clicking Schedule CRM Scan from CleanUpdate. Here, you can view a timeline of scheduled CleanUpdate events, schedule new scan events, and edit or delete scheduled events.
Schedule a CleanUpdate Scan
Set up a future CleanUpdate scan using ActivePrime Scheduler by clicking Schedule CRM Scan from CleanUpdate. On the Day calendar view, add a new event by clicking New Event or by clicking on the timeline.
Choose the settings for your scan event. Select an Entity to scan (for example: Accounts, Contacts, or Leads), the Settings to Run (any saved settings that you have created in CleanUpdate), and Recurrence (One time event, Daily, Weekly, or Monthly). You can also add a note about the scan event.
Your new event will be scheduled at the first available two-hour time slot after the present time. If you created a new event by clicking on the timeline, the new event will be scheduled for the time you selected, or the first available two-hour time slot thereafter.
CleanUpdate will scan your records at the scheduled time.
Schedule a CleanUpdate Update
After running a CleanUpdate scan, you can update your records. Whether you are updating page-by-page, or all at once, you have the option to update the records now, or later using ActivePrime Scheduler. To schedule a future update, simply select the option to Update records later to optimize speed, select a time, and click Yes.
CleanUpdate will update your records at the scheduled time.
Viewing and Editing Scheduled Events
Access the calendar of scheduled events by clicking Schedule CRM Scan from CleanUpdate. ActivePrime Scheduler will show you a calendar of scheduled Scan, Update, and Recurring events, as well as any scheduled Maintenance events. You can view the calendar by Day, Week, or Month. Scroll through time using the arrow buttons, or click Today to return to the present day's schedule.
Click on any scheduled event to view details. Edit the event details and be sure to Save any changes. Delete a scheduled event by clicking Delete event. Deleting a recurring event will delete all events in the series.
Frequently Asked Questions
Visit the CleanUpdate FAQs for answers to your questions about CleanUpdate.
For further assistance, visit our Support Portal at www.activeprime.com/support/.
Interested in more data quality solutions?
ActivePrime has developed an array of complementary tools including ActivePrime Search, CleanEnter, CleanUpdate, CleanVerify, CleanCSV, CleanImport, and CleanUpdate that are embedded in Oracle CRM On Demand. ActivePrime Search is a real-time, fuzzy, CRM search solution. CleanEnter is a real-time duplicate detection service. CleanUpdate a batch data de-duping tool. CleanVerify is a real-time address, phone, and email verification service. CleanCSV dedupes CSV files of records. CleanImport dedupes CSV files against your CRM records and imports them. To learn more about these products, visit www.activeprime.com/learn/oraclecrmod/. Sign up for a free trial through CleanUpdate FreeTrial.
Last Revision: 07/25/2014