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Gainsight Inc.

Data Steward: Company (Beta)

Gainsight NXT

This article supports Gainsight NXT, the next evolution of the Customer Success platform. If you are using Gainsight CS Salesforce Edition, you can find supporting documentation by visiting the home page, and selecting CS > Salesforce Edition.

Not sure what your team is using? Click here.

 

This article explains admins how to merge duplicate records, explore matches, move records, deactivate records, and edit Unified Records in the Data Steward feature.

Note: Before proceeding further we recommend you to go through the Unification Overview article for a better understanding of the Unification feature.

Overview

When unifying data from multiple sources, it is very important to ensure that the final data does not include duplicate, incomplete, or inaccurate records. The Unification feature  solves this problem automatically in scale.

However, there can be some actions that require the manual expertise of Admins, or some instances where the admins may wish to undo the changes in Gainsight made by the Unification feature. In these cases, you can use the Data Steward feature to manually intervene over Unification’s results. The Data Steward feature helps you attain highest quality data for accurate analysis by Gainsight.

Actionable Summary Ribbon

Admins can view the summary of records in the Unification project. You can click on any count displayed in the ribbon to filter by the specific use case listed below.

  • All Records: View all Unified records from all sources.
  • New Records: Unified Records that are not inserted into Company object yet.
  • Duplicates in Gainsight: Unified Records that have at least two duplicate records in Company object , and should be merged.
  • Saved Drafts: Updated Unified Records with changes that are not updated in Company object yet.
  • Error Records: Unified Records that encountered errors during the Unification process.

Data_steward_Summary.png

Apply Filters

In addition to filtering using the summary ribbon, Admins can filter the Unified Records using the <project name> attributes and Unification Columns to take actions. For example, you can filter by Name, GSID, Record Group Id, etc.

To apply filters to the Record Groups:

  1. Navigate to the Administration > Customer Data > Data Steward.
  2. Click Add Filter. The Advance Filters page is displayed.
  3. Click Add Filter.
  4. From the Object dropdown, select <Project Name> or Unification Column.
  5. From the Field dropdown, select any of the following values which are automatically populated based on the previous field selection:
  • Company: Industry, Industry (Dropdown), Name, SFDC Account Id, Stage, Status
  • Unification: Record Group Id, Company Id, Created Date, Modified By, Modified Date, Relationship Id, Relationship Type Id
  1. From the Operator dropdown, select any of the following:
  • Equals
  • Not Equals
  • Contains
  • Does not contain
  1. (Optional) Click Plus icon to add more filter criteria.
  2. From the Value/Select Date/Select Items, enter or select the appropriate value.
  3. Click Save.

Manage Record Group

You can modify a Record Group to explore matching criteria, move records, and disable records:

To edit a Record Group:

  1. Navigate to the Administration > Customer Data > Data Steward.
  2. Click the three vertical dots menu of a Record Group and select Manage Record Group. The Manage Record Group page is displayed.
  3. Click the three vertical dots menu of a record and select any of the following:
  • Merge Duplicate Records: Merge duplicate records from the Edit Record Groups page. You must select a winning record from the two records to merge them.
  • Explore Matches: To find matching records, use match criteria, and then add all of the similar records to the current Record Group.
  • Move Record: Move the records to an existing Record Group or to a new Record Group.
  • Deactivate Record: Deactivate a record to never get updated through the Unification feature.

Merge Duplicate Records

You can merge duplicate records from the Edit Record Group page. You must select a winning record from the two records to merge them. The other record will be deleted from the Company object. For more information on how to merge company records, refer to the Company Merge article.

Note: The merge operation could take a few minutes, therefore we recommend that you do not perform any more activities on the Record Group until that time. Please wait until the merge operation is completed and the winning record is displayed in the Data Steward page.

To merge duplicate records:

  1. Navigate to the Administration > Customer Data > Data Steward.
  2. Duplicate records in Gainsight are displayed by default in the Data Steward page.

  3. Click the three vertical dots menu of a Record Group and select Manage Record Group. Manage Record Group page is displayed.

  4. The first two duplicate records are selected by default, click Merge Records. You can only merge two records at once. The Company Merge page is opened in a new tab.

For more information about how to merge two company records, refer to the Company Merge article.

Explore Matches

Admins can select a match Criteria to find matching records across Record Groups, and then add all of the similar records to the current Record Group.

To explore matches in the Edit Record Group page:

  1. In the Manage Record Group page, click the three vertical dots menu of a record and select Explore Matches.
  2. From the Select a Match Criteria dropdown, select a match criteria type:
  • Exact: This option finds an exact match.
  • Fuzzy: After selecting a value under this option, you can change the matching score to find the matching records.
  1. Click Find Matching Records.
  2. Select a record from the matching records.

Note: If you do not find any matching records, then click Create Record Group to create a new Record Group and add the existing record to it.

  1. Click Add to Record Group. A confirmation dialog is displayed.
  2. Click Yes.

Move Record

Admins can select a match Criteria to find matching records across Record Groups, and move the records to an existing Record Group or to a new Record Group .

To move records in the Edit Record Group page:

  1. In the Manage Record Group page, click the three vertical dots menu of a record and select Move Records.

  2. From the Select a Match Criteria dropdown, select any of the following match criteria type:
  • Exact: This option finds an exact match.
  • Fuzzy: After selecting a value under this option, you can change the matching score to find the matching records.
  1. Click Find Matching Records.
  2. Select a Record Group from the matching records.

Note: If you do not find any matching records, then click Create New Record Group to create a new Record Group and add the existing record to it.

  1. Click Move. A confirmation dialog is displayed.
  2. Click Yes.

Deactivate Record

Admins can deactivate a record to never get updated through the Unification feature. After you deactivate a record, you cannot explore matches or move it to another Record Group until you activate it again. If a record is active, then it is automatically updated through the unification process.

To deactivate a record:

  1. In the Manage Record Group page, click the three vertical dots menu of a record and select Deactivate Records. A Confirmation dialog is displayed.

  2. Click Yes.
    Note: You can always activate a deactivated record by the similar process.

Edit Unified Records

You can edit Unified Records. This helps you to undo the changes made by the Unification feature to each individual record.

To edit a Unified Record:

  1. Navigate to the Administration > Customer Data > Data Steward.
  2. Click the three vertical dots menu of a Record Group and select Edit Unified Record. The Edit Unified Record page is displayed.
  3. Select the preferred source from where you want the value of the record to be inserted in Gainsight.
  4. Click Save Draft to save the records and insert it later in the company object.
  5. Click Save & Promote to save the records and insert it in the company object.

Notes:

  • You can directly edit records in the Attributes Value column to insert into Company / Person.
  • If there are duplicate records in a source, you can select the required value to be promoted from the dropdown list.

Additional Resources

For more information on Unification feature, refer to the following articles:

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