The database cleansing option from the Reports and Enquiries menu is a useful tool that allows you to print reports giving you information such as any duplicate vehicles, customers or companies that have been created onto your CRM database. This option will also provide you with list of incorrectly created vehicle, customer or company records, any vehicles that have no customers attached, and if you require you will be able to transfer service or contact history from one record to another or delete a previous link.
Note: The options available to you will depend on your user priority. Your priorities can be raised by your system administrator.
Tip: A quick way to access any option from the menu is to select the first letter on the keyboard, for example selecting U, will take you to the Unattached vehicle records.
Duplicate vehicles - Reg no.: Priority 5. Allows you to print a report that will list vehicles that have the same registration numbers within your CRM database. You have the options to include vehicles with blank registration numbers.
Duplicate vehicles - Chassis.: Priority 5. Allows you to print a report that will list vehicles that have the same chassis number within your CRM database. You have the option to include vehicles with blank chassis numbers.
Duplicate customers.: Priority 5. Allows you to print a report that will list customers that have been created on your CRM database more than once. You have the option to print the report by branch.
Duplicate companies.: Priority 5. Allows you to print a report that will list companies that have been created on your CRM database more than once.
Incorrect vehicle records.: Priority 5. Allows you to print a report that will list vehicle records that have been created on your CRM database with various fields left blank, for example service or mot date. You have the option to print the report for a number of previous days.
Incorrect vehicle records.: Priority 5. Allows you to print a report that will list customer records that have been created on your CRM database with various fields left blank, for example title, initials, address. You have the option to print the report for a number of previous days.
Incorrect company records.: Priority 5. Allows you to print a report that will list company records that have been created on your CRM database with various fields left blank, for example address or phone number. You have the option to print the report for a number of previous days.
Unattached vehicle records.: Priority 5. Allows you to print a report that will list vehicles that have been created on your CRM database with no customers attached.
Customers without vehicles.: Priority 5. Allows you to print a report that will list customers that have been created on your CRM database with no vehicles attached.
Transfer service history.: Priority 8. Allows you to move all of the service history from one vehicle record to another. This option is useful if duplicate vehicles exist on your system and you are setting one for deletion.
Transfer contact history.: Priority 8. Allows you to move all of the contact history from one customer record to another. This option is useful if duplicate customers exist on your system and you are setting one for deletion.
Transfer CCM history.: Priority 8. Allows you to transfer the CCM (Customer Contact Management) scripts from one customer record to another.
Deduplication utility: Priority 9. Enables rationalising two or more records, in the same or different files, containing some or all of the same data. You nominate a master record and you browse records that contain duplicate data (called merge records), optionally using their data to update the master record. The merge records are then deleted.
Delete a previous link: Priority 8. Allows you to remove a vehicle that has been previously linked to a customer record. This option is useful if you have a vehicle that has a previous link to a deleted customer, (the option to retain links had been selected).
