For the Marketing Department
Data Steward Features
Accurate and current contact information
Be confident in the accuracy of shared contact information
Clean and consistent contact information is the first priority of any good CRM solution. The IntelliPad Data Steward process ensures accuracy and consistency. The acceptance of both new contacts and contact changes can be automated in various ways, with “human review” available. Automated data cleansing rules can be defined; for example, changing State names to the two letter postal codes.
Firms can decide which Outlook contact data fields to monitor for changes, and which of these fields require a review before updating the central database and the Outlook folder of others who shared the same contact. To streamline the optional human review, changes are marked in red. The human review page includes a variety of helpful tools, for example: Researching the contact name/company name, seeing all addresses for a company, and analyzing the results of accepting a change.
Incoming values from Outlook or other source
Editable values, to be saved in both the central database and Outlook
Values found in the database
Red indicates values to be changed if the incoming value is acceptedFAQ for this page
How does a CRM ensure accuracy of contact information?
The IntelliPad CRM captures new contacts added by all attorneys in Outlook and places them in a central database. Changes made in Outlook, such as phone number or email address, are updated to this database, according to rules selected by each firm and with an optional “human” review of some kinds of changes, and then are exported to the contact in the Outlook folders of any other attorneys who share it. As a result, Marketing and all attorneys always have the same, updated contact information.
Can a CRM help avoid variations in addresses and job titles that result in duplicate contacts?
Yes. IntelliPad provides “data cleansing rules” that each firm can define for addresses, job titles, and any other contact data fields. Address examples: Change all versions of state names to the standard 2 letter postal abbreviations; change “St.” or “St” or “Str.” to “Street”; change ”Apart.” or “APT” or “Aptmt” to “Apt.” Job title examples: Change “VP” to “Vice President”, change “CEO” to Chief Executive Officer, change “CFO” to Chief Financial Officer.
These “cleansing” rules are automatically applied when the contacts, or contact changes, are accepted into the central database. If “human review” is used, the cleansed values are color-coded so that the reviewer can see the difference between the original incoming value and the cleansed one.
These “cleansing” rules are automatically applied when the contacts, or contact changes, are accepted into the central database. If “human review” is used, the cleansed values are color-coded so that the reviewer can see the difference between the original incoming value and the cleansed one.
Does the CRM help attorneys control changes to their contacts?
The IntelliPad CRM has an optional feature “Primary User Review.” The attorney who originally adds a contact in Outlook is the designated Primary. If other attorneys later share the contact: If one of them changes the contact’s email address, company name, job title, or etc. IntelliPad sends an email to the Primary showing the proposed change and its submitter and date. The Primary can request acceptance or rejection of the change. Each firm can set a time limit for this review, so every attorney can have a “notification” person, such as their assistant, who can receive these change emails and take the action.
