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Gainsight Inc.

Person Unification (Beta)

This article explains how to set up and manage a unification project for Person data in Gainsight.

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

Overview

Person is a standard object in Gainsight that stores unique records of the people in the real world. Let’s consider a person named John Damon, his personal attributes like his Name, Email, Mobile phone, Twitter profile, LinkedIn profile, etc. are stored in this object. 

With the Unification feature, you can unify person-data with various sources and sync the final consolidated Unified Record into the person object.

The following are the three major steps of data Unification:

  1. Add & Configure Objects: Select the data sources to unify by adding the  staging objects and configure them to specify how their attributes map to the Company model.
  2. Define Match Criteria: Set up criteria to compare and identify if two records (within the same source or across different sources) are unique or if they match as duplicate representations of the same record. All records that satisfy the match criteria are grouped together in a Record Group. A match can be defined in the following ways::
  • Exact: This option identifies a record as duplicate when there is an exact match between the specified attribute of the records. For example, User’s email Id could be used for exact match as they are mostly considered to be the identical across various sources.

    When comparing two records, if both the records have values for that attribute and they match exactly, the records are considered duplicates.

    If the values do not match, or if  the records do not have values for that attribute, the next criterion is triggered to determine whether these records are duplicates.
     
  • Fuzzy: This option identifies a record as duplicate when the two records have similar but not the exact same values between the specific attributes of the records. A match is considered when the matching score for the values is equal or greater than the threshold set in the critirea. For example, Company Name can be used for fuzzy match as it might differ slightly in various sources like IBM or IBM Inc., Example or Exampel, etc.
  • When comparing two records, if both the records have values for that attribute and they match fuzzily, the records are considered duplicates.

    If the values do not match fuzzily or if either of the records do not have values, the next criteria is evaluated to determine whether these records are duplicates.

Unification match criterian.png

  1. Configure Unified Records: Select the preferred source out of the multiple sources, which has values for the same fields,the preferred source value will be inserted to the final record. Select to activate or deactivate the Auto Update for the records in Gainsight.

Setup Unification Project

Once the staging objects containing data from various sources are ready, users can configure a project to unify the person data.

To setup a unification project:

  1. Navigate to the Administration > Customer Data > Unification > Person tab.The following welcome dialog is displayed explaining the three major steps included in the Unification process. 
  2. Click Got it. The Person Unification Project page is displayed.

  1. Click Setup. The Add & Configure Source Objects step is displayed.

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  1. To add a custom object to the project, drag and drop the staging object from left to right side. The Configure Unification Settings page is displayed.
    Note: Person and Anonymous Person objects are automatically added to the project and the mapping of attributes of both objects is created by default. Also, any additional source objects of a specific Gainsight feature that uses unification is added to the project with its attributes automatically mapped.

Person4.png

  1. In the Model Staging Object, select any of the following:
  • Gainsight Company Model: If you have selected this option, then define how the Primary Company Source Object is related to Gainsight Company object, by selecting the equivalent attributes in the following fields:
    • From the Gainsight Company Object Attribute dropdown, select an attribute.
    • From the Person Object Attribute dropdown, select an equivalent attribute.
  • Other Staging objects: If you have selected this option, then select an object in the Primary Company Source Object dropdown.
  • No Associating Company object (only Person data)
  1. If you have selected Has Relationship checkbox, then define how Primary Company Source Object is related to Gainsight Relationship Object, by selecting the equivalent attributes in the following fields:
  • From the Gainsight Relationship Object Attribute dropdown, select an attribute.
  • From the Person Object Attribute dropdown, select an equivalent attribute. 
  1. (Optional) Click +Add Another Row to map more attributes.
  2. (Optional) Select Automatically Insert Records into Standard Objects checkbox to insert data from the source into the standard objects automatically without Data Stewards intervention.

Person5.png

  1. Click Map Person Object Attributes to expand the section.

  2. Map the Person object’s fields to custom object’s fields and select the following matching type for unifying the data:

  • None: This option does not identify records.
  • Exact: This option identifies a record as duplicate when there is an exact match. Otherwise, it will trigger the next rule to identify the match type between the records. For example, User’s name and email Id can be used for exact match as they are mostly considered to be the identical across various sources.
  • Fuzzy: This option identifies a record as duplicate when the matching number is equal or greater than the match score. For example, Company Name can be used for fuzzy match as it might differ slightly in various sources like IBM or IBM Inc., Example or Exampel, etc.

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For more information about the match types, refer to the Data Steward section in the Unification Overview article.

  1. (Optional) Click +Add Another Row to add more fields and map them.

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  1. Click Map Company Person Object Attributes to expand the section.
  • From the Company Person Object Attribute dropdown, select an attribute.
  • From the <Object name> Object Attribute dropdown, select an equivalent attribute.

Note: Click +Add Another Row to add more fields and map them.

  1. Click Map Relationship Person Object Attributes to expand the section.

  • From the Relationship Person Object Attribute dropdown, select an attribute.
  • From the <Object name> Object Attribute dropdown, select an equivalent attribute.

Note: Click +Add Another Row to add more fields and map them.

  1. Click Save.

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  1. Click Define Matching Criteria to go to the next step of unification.
  2. (Optional) In the Exact Match section, click +Add Another Row to another attribute.
    Note: Email is selected by default in the Exact Match.
  3. (Optional) In the Fuzzy Match section, click + icon to add another attribute to check the score of both attributes together. For example, When you add Name and Location of a person, the system checks for both at once for the matching criteria.
    Note: Name is added by default in the Fuzzy Match.
  4. In the Match Score, enter the preferred match score. The record will be inserted only if the matching score is equal or greater than the entered score by the user.
    Note: System automatically populates 0.3 in the match score.
  5. (Optional) Click Get Score to test how the matching score works. 
  6. (Optional) click +Add Another Row to another attribute.
  7. Click Save. The Configure Unified Record step is displayed.

Personmatchcriteria.png

  1. In the Configure Unified Record step, select the preferred source order out of the available sources.
  2. In the Auto Update column, deselect/select the checkbox for each attribute:
  • ON: Any changes in the source object will be propagated from the source to the Unified Records automatically.
  • OFF: No changes in the source object will not be propagated from the source to the Unified Record automatically.
  1. Click Complete Setup.

PersonBuildGoldendata.png

Edit Unification Project

After a project setup is complete, admins can edit a project to update the configuration as per their requirements.

To edit a unification project:

  1. Navigate to the Administration > Customer Data > Unification > Person tab. 
  2. Click Edit. The Setup Person Unification page is displayed.
  3. Update the configurations as per requirement.
  4. Click Save.
  5. In the Configure Unified Record step, click Complete Setup.

View Activity Logs

Admins can view logs of activities about regroup projects and the data sync from staging to Record Groups. You can sort the logs by Activity Name, Date, and Status.

To view the logs:

  1. Navigate to the Administration > Customer Data > Unification > Company tab. 
  2. Click View Logs. The View Logs page is displayed.

viewlog.png

  1. In the View Logs page, you can see the following information:
Fields Description

Activity Name

Displays the name of the activity. Activity names include:

  • Sync: Activities that pull the latest data from staging objects to Record Groups in Gainsight. For more information, refer to the Sync section.
  • Regroup: Activities that regroups the unified data in the Record Groups. For more information, refer to the Regroup section.

Start Time

Displays the start time of the activity in the following format: MM/DD/YYYY | HH:MM (AM or PM)

End Time

Displays the end time  of the activity in the following format: MM/DD/YYYY | HH:MM (AM or PM)

Status

Displays the status of the activity. Activity statuses include: Started, In progress, Success, and Failed.

Details

Displays additional details about each activity type.

Regroup Unification Data

We recommend regrouping the Unification data when you add a rule or change the rule settings. The Regrouping step triggers the following actions:

  • Record Groups and Unified Records are recreated based on the new rules.
  • Saved but unpromoted Unified Records that have manual changes from Data Steward are  lost.
  • Attributes that do not have Company as the first preferred source, could lose changes from Data Steward even after promotion of the records.

Notes:

  • Staging objects, along with field mappings and data, match criteria, and preferred source settings for Unified Records, are not deleted during regrouping.
  • We recommend reviewing the potential loss of unpromoted data from Data Steward before you regroup a project.

To regroup a Unification project:

  1. Navigate to the Administration > Customer Data > Unification > Company tab. 
  2. Click Regroup. A confirmation dialog is displayed.

recluster.png

  1. Click OK.

Data Sync

After the Unification project setup is complete, admins can use this option to pull the latest data from staging objects to Record Groups in Gainsight.

To sync staging object data to a Record Group:

  1. Navigate to the Administration > Customer Data > Unification > Company tab. 
  2. Click Sync. A confirmation dialog window is displayed.

Data Sync.png

  1. Click Yes.

Additional Resources

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

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