Create and Manage Account Data Management Process in Salesforce CRM

In Data Integrity, you can create and manage account data management processes to dynamically enrich your account data in Salesforce. As soon as a process runs successfully, you can see the total number of account matches and updates.

Important: You can only create a process for active accounts.

Prerequisites

• You must be a Salesforce admin.
• You must integrate Salesforce with Data Integrity. See Setting Up an Integration for Data Integrity in Salesforce CRM.

Steps: Create Account Data Management Process

1. In Salesforce, go to the Sales app.
2. Click the InsideView Data Integrity tab.
   
3. Create a process based on the following scenarios:
   • First time creating a process: In the Quick Setup card, toggle on the objects you want to create a process for (Account, Contact, Lead), and click Start.
     Important: To create a process for each object separately, go to the Custom Setup card, and click Start.
   • Already created a process: Click top right New Process.
4. Click Accounts. If you're integrated with multiple CRM tenants, select the desired tenant.
   
5. Click Next.
6. Create a process using the following options:
   • Record Segmentation
     • Manage all records (recommended): Update all accounts in your Salesforce.
     • Manage a segment of accounts based on custom criteria: Define custom criteria to manage accounts based on rules. See Step: Define Custom Criteria.
   • Update Frequency
     • Update Accounts on creation: Update accounts when new account records are created.
       • Only apply process to Accounts created on or after a specific date.
       • Apply process to all Accounts (recommended).
       • Create custom segmentation. See Step: Define Custom Criteria.
     • Update Accounts now: Run a one-time job to update accounts now.
     • Update accounts on schedule: Define a schedule to update accounts. You can select Start Date, Start Time, and Recurring (Daily, Weekly, Monthly, and Never).
       
7. Click Next.
8. Set field mapping settings for all fields by clicking the following options at the top. You can also set field mapping settings by individual field.
   • No Restriction: Automatically updates your CRM, overwriting existing values.
   • Update, if blank: Only updates your CRM if the field is empty.
   • Flag only: Flags, but does not automatically update your CRM. You receive email notifications based on the frequency settings.
   • Do not update: Does not update your CRM.
     
9. Click Next.
10. Review the process settings and click Finish.
11. Enter a name for the process and click Save.

Steps: Define Custom Criteria

1. Create custom criteria using the following options: 
   • Add Rule: Adds a rule where you can define the field name, operator, and value(s) you want to use to filter accounts.
   • Add Condition: Adds a set of nested rules.
     Important: The logic follows the "If rule, then condition" structure. Rules are top-level filters, and conditions are extra filters that are only applied if the top-level rule is satisfied.
2. Enter values in following fields:
   • Field Name: Select a field from the Field Name drop-down.
   • Operator: Select an Operator.
   • Value: Enter a Value.
     Tip: You can add multiple values. Use the IN operator and separate values with commas.
3. To edit the logic, select AND or OR. 
4. When you customize the criteria, you can see the following information:
   • Output: Criteria formula.
   • {Number} Accounts: Total number of records that qualify for the criteria.
   • See Preview: Click See Preview to see the list of records that qualify for the criteria.
     
5. Go to Steps: Create Account Data Management Process and continue Step 7.

Steps: Manage Account Data Management Process

You can manually run, edit, or delete an account data management processes.

1. In the Data Integrity tab, go to the right Processes section.
   
2. Go to a process and click the following action icon:
   • Run process now: Click the icon. In the pop-up, click Run Now.
     
   • Edit process: Click the icon. See Editing an Existing Data Integrity Process.
   • Delete process: Click the icon. In the pop-up, click Delete.
     
   • Activate or deactivate process: Toggle on or off Active.