Outlined below are the steps in support of the Email Simplification initiative. The primary goal of these steps is to clean, deduplicate, and enhance the overall data quality of emails stored in Salesforce, making it easier to transition to a single email field on the Contact Page, with alternate emails stored in Alternate Channels.
...
Delete records with emails that are already on contact page level from alternate channels.
Delete records with duplicate emails and same status from alternate channels, retaining 1 unique record with the oldest “Created Date”.
For the remaining records - duplicate emails with different statuses - apply the following logic:
<WORK IN PROGRESS>
Status combination | Record to be retained | |||
Bad | Deceased |
|
| Check if the record if deceased -> Retain "Deceased", delete "Bad" |
Bad | Deceased | Former |
| Check if the record if deceased -> Retain "Deceased", delete "Bad" |
Bad | Former |
|
| Retain the record that was most recently updated by a user |
Bad | Former | Good |
| Retain the record that was most recently updated by a user |
Bad | Former | Good | Last Known | Retain the record that was most recently updated by a user |
Bad | Former | Good | Needs Verification | Retain the record that was most recently updated by a user. UNLESS it’s a record that was updated by Anastasia Chekhova AND the status is “Needs Verification”. These records were updated as part of “Step 1. Identify and fix emails with typos in domains”, hence the status. |
Bad | Former | Last Known |
| Retain the record that was most recently updated by a user |
Bad | Former | Needs Verification |
| Retain the record that was most recently updated by a user UNLESS it’s a record that was updated by Anastasia Chekhova AND the status is “Needs Verification”. These records were updated as part of “Step 1. Identify and fix emails with typos in domains”, hence the status. |
Bad | Former | Good | Last Known | Retain the record that was most recently updated by a user |
Bad | Former | Good | Needs Verification | Retain the record that was most recently updated by a user UNLESS it’s a record that was updated by Anastasia Chekhova AND the status is “Needs Verification”. These records were updated as part of “Step 1. Identify and fix emails with typos in domains”, hence the status. |
Bad | Good |
|
| Retain the record that was most recently updated by a user |
Bad | Good | Last Known |
| Retain the record that was most recently updated by a user |
Bad | Good | Needs Verification |
| Retain the record that was most recently updated by a user UNLESS it’s a record that was updated by Anastasia Chekhova AND the status is “Needs Verification”. These records were updated as part of “Step 1. Identify and fix emails with typos in domains”, hence the status. |
Bad | Last Known |
|
| Retain the record that was most recently updated by a user |
Bad | Needs Verification |
|
| Retain the record that was most recently updated by a user UNLESS it’s a record that was updated by Anastasia Chekhova AND the status is “Needs Verification”. These records were updated as part of “Step 1. Identify and fix emails with typos in domains”, hence the status. |
Deceased | Former |
|
| Check if the record if deceased -> Retain "Deceased", delete "Bad" |
Deceased | Good |
|
| Check if the record if deceased -> Retain "Deceased", delete "Bad" |
Former | Good |
|
| Retain the record that was most recently updated by a user |
Former | Good | Last Known |
| Retain the record that was most recently updated by a user |
Former | Good | Needs Verification |
| Retain the record that was most recently updated by a user UNLESS it’s a record that was updated by Anastasia Chekhova AND the status is “Needs Verification”. These records were updated as part of “Step 1. Identify and fix emails with typos in domains”, hence the status. |
Good | Last Known |
|
| Retain the record that was most recently updated by a user |
Good | Needs Verification |
|
| Retain the record that was most recently updated by a user UNLESS it’s a record that was updated by Anastasia Chekhova AND the status is “Needs Verification”. These records were updated as part of “Step 1. Identify and fix emails with typos in domains”, hence the status. |
Last Known | Needs Verification |
|
| Retain the record that was most recently updated by a user UNLESS it’s a record that was updated by Anastasia Chekhova AND the status is “Needs Verification”. These records were updated as part of “Step 1. Identify and fix emails with typos in domains”, hence the status. |
...
406,255 are alternate channels records with emails that are already stored on Contact Page level (as either Personal, Business, School or Other email). They were deleted from alternate channels.
56,740 alternate channels are records with duplicate emails that have the same status. I suggest we delete these duplicate records, leaving 1 record with the oldest "Created Date".
<IN PROGRESS>
❗ Potential issue identified & to be discussed: New email statutes in alternate channels should be suggested due to current statuses being confusing. New mapping suggested & to be discussed (work in progress): | ||
|---|---|---|
Current status | New status | Comments |
Good | Current/Good/Active/In Use | Good, active, current, but not preferred email |
Bad | Former/Not In Use | Former, currently not in use email. To be kept for matching purposes |
Former | Former/Not In Use | Former, currently not in use email. To be kept for matching purposes |
Last Known | Needs Verification | Everything that is "Last Known" needs to be verified |
Needs Verification | Needs Verification | These emails should be monitored, verified and status updated to either Current/Good/Active/In Use or Former/Not In Use |
Deceased | Deceased | Deceased record |
Invalid/Corrupted | Emails with typos or somehow corrupted emails - decision a discussion should be held on whether we would like to keep them in the system at all | |
...
The suggested mapping is as follows:
Current Email Type | New Email Type |
Business | Business |
Business Address | Business |
Business Email | Business |
Contact Email | Personal |
Personal | |
Email - Alternate | Personal |
Home Email | Personal |
Institution Email | Business |
Optional Email | Other |
Other Email | Other |
Permanent Email | Personal |
Residential Email | Personal |
Sydney Alumni Email | Other |
<blank> | Other |
❗Potential issue identified & to be discussed: New email types should be aligned with email types used in SITS. Otherwise the integration will be adding emails with incorrect email types to alternate channels. |
|---|
...