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Contacts Data Cleanse

Contacts Data Cleanse

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Contacts Data Cleanse

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Data Cleansing

A file containing customer information in a specific format can be created and sent to a Data Cleansing Specialist (such as UK Changes). The customers in that file can then be checked against one or more services that the Data Cleansing Specialist offers. Currently certain manufacturers such as Honda and Suzuki subsidise businesses to get their contact data cleansed. Typical services include:

In-correct Address - Matched against PAF (Post office Address File)

Forwarded Address – Matched against NCOA (National Change Of Address file)

Customer Deceased – Matched against Bereavement Register

Customer Gone away (no longer at that address)

Phone No in the TPS (Telephone Preference Service) as do make un-solicited calls

Customer in the MPS (Mailing Preference Service) as do not send un-solicited mail

Suppliers database for “Deceased”, “Gone away”, “No Marketing” etc

In the UK, when sending the file to be cleansed, specify that you would like the County field to be returned as this is not always standard. Note: Although County is no longer a requirement by the Post Office, most businesses still find it useful for marketing etc.

 

Creating the file to be Cleansed

The file can be created by selecting Settings / System / Contacts. Then select Export and set the format to PAF Data Cleanse and the criteria for the records you wish to send.

You can include all your contacts, however as you normally have to pay at least a proportion of the cost per contact, it is common to cleanse only the contacts you are dealing regularly. The most common way to do this is set a Contact Category for your 'Live' retail customers. There are features in the Settings / System / Contacts section for automatically setting the Category by various criteria.    

You can then create the Data Cleanse file and send to the Data Cleanse Specialist

The format of the file that Evopos creates is as follows:

1.*PAF1 – This is a check code and should have *PAF1 in every record

2.ContactID – The Evopos ID number for each contact

3.Title – Mr, Mrs, Ms, Dr if used after , in full name, otherwise blank

4.FirstName – If the full name has a , this will be the text after the ,

5.LastName – If the full name has a , this will be the text before the , (otherwise full name)

6.Address1 – 1st line of address

7.Address2 – 2nd line of address (if any)

8.Address3 – Always blank

9.Town – The postal Town or City

10.County – The postal County

11.Postcode – The Postcode

12.Work Phone – The work phone number to check against TPS register

13.Home Phone – The home phone number to check against TPS register

14.Mobile Phone – The mobile phone number to check against TPS register

15.Fax – Not currently checked but included for future use

16.Email – Not currently checked but included for future use

 

Processing the Cleansed data

When the cleansed file is returned from the Data Cleanse Specialist it should have the following 22 columns added to the end of each row in the file which will contain the Cleansing results. This will make it 38 columns in total (16 + 22)

1.PAF Flag (“X”, “C” or blank, Fields below not populated if blank)

2.PAF Change Flag (codes describing the address changes for X or C)

3.PAF Address 1 (new PAF cleaned address – Will put in Line 1)

4.PAF Address 2 (new PAF cleaned address – Will put in line 2)

5.PAF Address 3 (new PAF cleaned address– Will put in line 2)

6.PAF Address 4 (new PAF cleaned address– Will put in line 2)

7.PAF Town (new PAF cleaned Town – Will put in Town)

8.PAF County  (new PAF cleaned County – Will put in County)

9.PAF Postcode (new PAF cleaned Postcode – Will put in Postcode)

10.NCOA Flag (“X” if new forwarding address found)

11.NCOA Address 1 (New forwarding address if found – Will put in Line 1)

12.NCOA Address 2 (New forwarding address if found – Will put in Line 2)

13.NCOA Address 3 (New forwarding address if found – Will put in Line 2)

14.NCOA Address 4 (New forwarding address if found – Will put in Line 2)

15.NCOA Town (New forwarding address if found – Will put in Town)

16.PAF County  (new PAF cleaned County – Will put in County)

17.NCOA Postcode (New forwarding address if found – Will put in Postcode)

18.Supplier SYO Flag (“X” if matched to Hondas own suppression data)

19.Supplier SYO Source (If “X” marked above “Deceased”, “Goneaway” or “No Marketing”)

20.MPS Flag (“X” if registered with MPS register as No Un-solicited Mail)

21.The Bereavement Register Flag (“X” if deceased)

22.TPS Telephone Flag (“X” if any one of the first 3 supplied telephone numbers is in TPS register as No Un-solicited Phone Calls)

 

It is highly recommended to take a backup before processing as it does have the potential to mess up your contact details.

To process select Settings / System / Contacts / Process PAF (Postal Address File). You will need to first select the returned file. This is normally call RESULTS.TXT. It is a good idea to save it in an easy location on a local drive (eg: C:\Evopos).

It is initially set to Prompt before each change is made so you can be sure of what is happening. You can select Yes to update or No to not update. If you select Cancel you have the option to either Cancel the whole process or Cancel the prompting (which will automatically update the rest of the file).

At the end it will notify you how many records it has updated

When processing, if the Contact ID matches it will update the following:

If the Forwarding Flag is X it will show the old and new address and give the option to update. In this case it will ignore the PAF Flag. The County field will be cleared

If the PAF Flag is X or C it will show the old and new address and give the option to update. The County field will be left as this is not included in the new PAF fields

If the MPS Flag is X it will add a code to Notes and prompt to set Send Mail to No

If the Bereavement Flag is X it will add a code to Notes and prompt to set Send Mail to No

If the TPS Flag is X it will add a code to Notes and prompt to set Send Mail to No