Automate duplicate management with integrations - Part 2 - Configure deduplication workflow

Transcript

Before we get started, you need to go into your admin section and verify that your launch point connector is set up correctly. I won’t go into in-depth on how to cover this, but please check out the product documentation in Experience League for specifics on how to guide you through this process. As you log into VertiFi for the first time, you will be here in your Systems tab. This will let you know that you are correctly set up to collect data from your Marketo REST instance. The first step is to make sure that you are collecting data. You need to collect the duplicate data into VertiFi and choose the lead record and the change record object. There will be multiple objects available, but to make it easy for yourself, you can go ahead and hide the additional objects that you are not using. As you can see here, we have already pre-collected some data. In order to collect, you choose the objects that you wish to collect data from and hit the collect. This will let you choose what information you want. The first time you collect data, you need to collect the schema, which will allow you to have access to all of the fields associated to each object. Then you will need to collect the data, and it will start collecting for you. The lead record object is going to be the lead record inside of Marketo. The lead change record is going to signify the activity data associated to your lead. So if you do not wish to have any activity merged during this process, you do not need to collect any information or set up lead change record. Once you have collected your data, you can start telling VertiFi where you want the data to be moved. So let’s go ahead and move to our movements tab. As you can see, I already have a pre-made movement, but let’s create one together. Overall, the data will start in MarketoEngage, and then you need to collect it to move it into VertiFi. And now we want to say how we want to send that data back into MarketoEngage using the Marketo API. This is accomplished by setting up the mapping on the object level. So as you can see, here are the two objects that we collected data for. And here you can set up the object mapping just by clicking the data on the left hand side, dragging and dropping, and that creates the object level map. Since we are just sending data directly back into Marketo, we can just map them up lead record to lead record, lead change record to lead change record. Because the endpoint is Marketo, we will be going Marketo to Marketo, and you can see that here on the right hand side. But usually you would have another endpoint such as your CRM. So instead of dragging a Marketo object onto Marketo, you’d be able to drag it onto your collected information from your CRM. So in our example, lead record would most likely go to CRM contact. Okay so now let’s go one step lower on the mapping process. We are currently on the object level, but now let’s go into the lead level. I will use the lead record as an example, you will need to do this process for both lead and lead change record if you wish to have the activity record mapped as well. You do that by clicking here, and it will bring you in to the mapping level inside of the lead record, you will see all of the leads associated to the object that we chose, in this case the lead record. And we will be able to see all the possible fields that you have created on that lead level inside of MarketoEngage. As you can tell, there are quite a lot. We have the ability to search for whatever fields that we wish to duplicate to make that process easier, and you can do that on the target side as well, so your endpoint where the data will end up, the data inside of Vertify. The process to set the mapping is just the same as it was on the object level, just by dragging and dropping. So in our example we went ahead and did last name, so let’s go ahead and do the same on this option as well. You can see going for the filtering on last name, you can see that last name has been generated here. Let’s go ahead and make our life easier and search for it on the right hand side as well, so if I search last, you can see that last name has been created. In order to do this mapping, you go ahead and drag and drop. You can map the value to any number of endpoints that you wish, as you can see just by dragging and dropping. We do not wish to have this one for our example, so let’s go ahead and delete it. You can go through this process for every single field that you wish to have merged during this process. To make this easier for us, we’ll go ahead and stay with just last name and email. The additional fields that you saw mapped above are for data management purposes. You will need to have an ID value mapped and your D-Dube field map in order for database values to work effectively. There’s more information about this, however, each iPass tool is going to be unique, and for Vertify, you do need to have that key value mapped and the D-Dube field that you wish to use mapped. We also need to make sure that we are updating master to true, as we did in our other examples. To do that, let’s go ahead and search for master. We found the list. If we click on the field, it will bring up this new value, and we can go ahead and set a value manually. Hit save. This is just setting a default value. This is not what you want to do for all the rest of your mappings, so let’s go ahead and take a look at last name again. And we can use this as an example for all of the fields that you wish to use during the merge process. When you select inside of this new field value, you have the ability to provide a lot of customization to fit your needs, such as updating this field every time or only if the field is empty, or add any conditional logic. So instead of having it mapped directly to a field, you can bring in some additional logic here. So you can do conditions, you can do math combines, you can split the values. So if I want to set a if master equals true, for example, equals true or master, you can go ahead and provide quite a few complex use cases to fit your needs exactly. I’m going to keep this fairly simple as every single instance is going to be unique to everyone. And this is meant to be more of the high level things that you need to look out for. As you can imagine, the first time you go through and you do this process for every single field that you wish to bring in during that merge process, it can be a fairly long and time intensive process. But once you have set up the way that you wish for every field during the merge process, it can happen automatically without your input. Once you make these updates that you wish to save, go ahead and hit the Save button. Once you have all the fields that you wish merged set up and mapped correctly, you can go ahead and go to the merge tab. The merge tab is going to set up the logic that Vertify will use to merge on the object level. So in this case, I am going to keep it simple and allow the email address to act as the dedupe field. If you have something more complicated, in most cases you will most likely need a compound key, email plus some other field, and master or duplicate, whatever you choose to set up for your instance. There are many, many ways to go about this, and each iPass tool is going to have its own unique spin on it, but I am going to keep it relatively simple for this example. By choosing Just Email, I am going to allow the most recent edit from Marketo, or the most recent duplicate in Marketo, to go ahead and update the master, and it will dedupe based off of that email field. If you have stricter requirements, this is where you need to add that additional logic. This is an incredibly important decision to make, and you must make sure to test your data and make sure everything is merging and acting as expected. This is the ability to choose how all of the object level will be merged. Once you are happy with your setup, go ahead and hit Save. And we can go back to our Movements tab. Go ahead and do the same setup for the lead change record if you choose to use activity data. The next piece inside of VertiFine is to now set everything up to run automatically. In this case, we will go ahead and hit the Schedule tab, and we can go ahead and create a new schedule. The Schedule tab will give you the ability to choose which records you want to move, and it is very important that you choose the correct option here. If you choose Collect Only, you are only bringing data into VertiFine. It is not moving the data back in, so you need to make sure that you select the Collect and Move. You can see that the mappings that we made are set up and ready for us to collect. So by moving over to the right-hand side, we are saying, VertiFine, please collect this information and move this information for me. So we’ll go ahead and do the lead record. Again, if you want the activity record, go ahead and bring that over with you as well. The next step is to choose when you want to start everything. So it automatically gives you a date out of the box. If you wish to update it, go ahead and update that as you wish. And then you can decide, I only want it to happen once, or if I want it to happen on a schedule, automatically going for you. I suggest that you can do this once a week or so, depending upon how many duplicates are coming into your system, but you don’t need to stress your MarketoEngage instance. So making it a batch job every week or so will work fine. So go ahead and hit Weekly, and then you can choose which day you would like it to happen. Let’s do it once every one week, and let’s do it every Sunday. The alert will allow you to receive an email based off of the success or failure of the data moved. I highly suggest you set one up, as this will allow you to make sure all of your data is moving as expected, and you are under the assumptions that your emerging is happening correctly or it is not. The final step is done inside of MarketoEngage, so let’s go back. And you can create a smart campaign to delete or archive or move to a list all of the duplicate records that are now not listed as master. I always suggest this manual step here, as I never allow any automated deletes of person records without verifying the information first. And that’s it! You have automated the bulk merging using an i-Pass tool like VertiFi.