Over the past several months, the data integrity within our HubSpot CRM has been compromised with the over abundance of duplicate company records. To correct this, we will be introducing a new record system within HubSpot called Account Records.
Each vertical will have their own Account Records to house their company records specific to their vertical, all while keeping the company records clean and unique.
In order to accomplish this, we are embarking on a large-scale clean-up effort where everyone needs to take time and work through their records to remove the clutter and ensure the information within is accurate.
Company Record Clean-Up Process
Every company record will be exported from HubSpot, by their associated Team, and provided to the team leader when ready for clean-up. Links will appear below when ready:
Step One
Review your list, organizing your companies based on the Company Domain Name property and select one record to serve as your master company record (best to use existing parent company records when applicable). This needs to populate a unique domain - and it should match the domain of the emails as this will sync all new contacts with the same email domain to the proper company record. Example: liquidityservices.com matches to the email @liquidityservices.com.
Step Two
With your solo company record in hand, ensure all property headers within are populated with the correct information AND are all filled in, and please make sure the company name is clean. This should be "Liquidity Services, Inc." and not "Liquidity Services - Bethesda, MD (LEAD)".
Be sure to update the status, complete with new milestones, Industry, etc. to ensure proper filtering can be used. If the company needs to sync to another for a child/parent relationship, take the parent company ID and place it within the "parent company ID" property.
Any information removed from a column will be deleted from HubSpot, and every change from a column will be updated in HubSpot.
Companies marked as KEEP will become the main company record moving forward, any marked as DELETE will be removed from HubSpot after all associated activities (emails, calls, meetings, etc.) have been migrated to the sole company record.
Step Three
Submit your final list to Liz, Nusa and Megan for a final review. This is to ensure company names are clean, no duplicate records exist, and all information available is added.
Step Four
Megan will import the final version to HubSpot, flagging all delete company records so they can be decommissioned once all the activities have been moved to the new (main) record.
With the clean records in hand, by Team, Megan will then create the Account records, and sync those to the contacts, companies, deals, etc.
When the above is done, the new system will be in place!
Contact Record Clean-Up Process
Ownership between companies and contacts will cease from syncing. To get ahead of the curve, ensure the contacts you need to own are assigned to you. Be sure to update their status and milestones accordingly as well!