QAS for Salesforce User Guide

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1 Table of Contents 1. Verifying Addresses on Entry Edit account information QAS Address Verification Verifying Addresses on Entry using Typedown Edit account information QAS Validation Status Bulk Address Verification with QAS Batch Configure stage Batch Job Settings Filter Records Submit Batch Job Processing Stage Records export: Processing: Review and Commit Stage Backup and Recovery Page 1

2 1. Verifying Addresses on Entry QAS for Salesforce User Guide QAS allows you to validate your addresses at the time of entry. When a new record is created or the address of an existing record is changed, the address will be verified. QAS may be used to clean addresses in standard sobjects as well as in custom sobjects. To be able to verify addresses it is required that you have configured QAS for the sobjects in which you would like to clean addresses as described in the QAS Installation and Configuration Guide. The instructions below outline how QAS address verification works for the Account sobject. The same process described below may be used to verify address in the other configured sobjects. The following steps outline what users must to do manually accept address Edit account information Open an Account with an existing address. Edit the address and click Save QAS Address Verification You will be redirected to the QAS Address Verification page. On the QAS Address Verification page you will be shown the verified address on the left and the original address you entered on the right. You may use the radio buttons to select which address you would like to keep. Depending on the verification confidence of the QAS Address verification engine there are 5 possible screens that you may be presented as described below. Some of the screens require you to submit additional information to help QAS to validate your address. Once you are satisfied with the address which will be committed to the Accounts sobject you have to click on the Continue to Account button at the bottom of the screen which will take you back to the Accounts page. Page 2

3 Address Verified Screen You can edit the address you have selected if you want to include non-postal information like a loading dock or mail stop; however, editing the address will make it User Preferred and the address may be made undeliverable. Please note that this screen is shown only when the Confirm Verified Matches option under the Layout Options in the Administration tab is ON. This option is OFF by default and you will not see this screen if you address was successfully verified. tial Screen You will see this screen when the address matched to the building level but the required sub-building number information could not be validated. Please provide a valid apartment/suite/unit (secondary number) and click on the Submit button to revalidate your address. Page 3

4 Premises Partial Screen You will see this screen when the address matched the street but a building number could not be validated. Please provide a valid house/building and click on the Submit button to revalidate your address. Multiple Match Screen You will see this screen when more than one match was found for your address. More than one match for your address is found when your address was incomplete and QAS was not able to verify your address but it was able to find a list of potential valid address. Please select one of the addresses in the pick-list on the left. The selected address will undergo subsequent validation and you will be shown the Address Verified Screen. Page 4

5 Unmatched Screen You will see this screen when QAS could not find a match for your address. There is no interaction required from the user on this screen. 2. Verifying Addresses on Entry using Typedown QAS allows you to validate your addresses at the time of entry using the QAS Typedown engine to save keystrokes. The Typedown verification is most suitable when creating new records to quickly enter addresses. QAS decides to use Typedown or Interactive address verification as described in section 1 above depending on the Layout Options setting under the Administation tab for the user s layout. For more information refere to the Installation and Configuration Guide. QAS may be used to clean addresses in standard sobjects as well as in custom sobjects. To be able to verify addresses it is required that you have configured QAS for the sobjects in which you would like to clean addresses as described in the QAS Installation and Configuration Guide. The instructions below outline how QAS address verification works for the Account sobject. The same process described below may be used to verify address in the other configured sobjects. The following steps outline what users must do manually accept address. Page 5

6 2.1. Create new account Open new Account page. As soon as you click in any of the address boxes ( Billing Street, Billing Country, etc.) the Typedown window will popup. The Typedown window prompts you for address information, described above the textbox in which you have to type in the address information requested. As you start typing the potential matches are displayed below the Textbox. If you are satisfied with the suggested match click the Enter key to quickly accept the suggestion. When the complete address was entered lick on the Accept button. The address will be automatically pasted into the appropriate boxes on the Salesforce page. You may now further edit your address however this will make it User Preferred. Finally hit the Save button on the Salesforce page to save the address. If you do not wish to use the Typedown window click on the Close button in the top right corner or hit the ESC key. Once you have cancelled the Typedown window it will not appear again until you refresh the page. Page 6

7 2.2. QAS Validation Status You will see that the address you selected on the previous page will now be saved against the record. Additionally the QAS Validation Status and QAS Validation Timestamp will be updated. Below is a list of validation statuses and what they mean. Verified by Experian QAS: The address has been verified by QAS. This means that the address matches a valid deliverable address according to the USPS or Canada Post User Preferred: The address has been modified by the user. Whether the user modified an address we verified or their original address it may not be deliverable. Could not be verified: The address could not be verified. This usually means there are too many errors in the address or address elements are missing. QAS for Salesforce User Guide 3. Bulk Address Verification with QAS Batch QAS Batch allows you to validate addresses in bulk. This functionality is used to validate existing addresses that were imported, have never been cleaned, or haven t been cleaned in a while. It s a best practice to re-clean all your addresses at least twice a year, even if they have already been verified, as the USPS and Canada Post regularly re-zone addresses. Running a batch job consists of several stages: 1. Configure: In this stage you will select the addresses you want to verify. Any batch job which is partially or fully configured but is not yet submitted for processing will fall into this stage. 2. Processing: In this stage the addresses in your job are being processed by address verification engine. 3. Review/Commit: Once your job has finished processing you need to review the results and select which records you would like to commit. Any batch job which has completed processing but has not committed to Salesforce will be in this stage. Page 7

8 4. Completed: The addresses in the job that were accepted have been committed to Salesforce. Job List Screen The Job List Screen is the first screen on the QAS Batch tab. The Job List screen displays all previously run or configured jobs. You may use the Filter checkboxes to filter the jobs according to their stage. The jobs are presented in a table summarizing their state. In the last column of the table there is a column with action links which are different for the different job stages. You may use the actions links to delete a job, view a detailed summary of the job and go to the Review and Commit process. If the job is in its Configuration stage you may use the Configure action link to go to the configuration process again. You may use the Job List Screen to create and run new Jobs as described in the next section. Creating and submitting a new batch job To create a new Batch job go to the QAS Batch tab and click the New Batch Job button and follow the steps outlined in the Configure stage below Configure stage If you would like to continue configuring an existing batch job click the Configure link next to any existing job that is in Configuration stage. 1. Batch Job Settings You will be taken to the Batch Settings screen. Please provide a unique name for job in the Batch Job textbox. Select the sobject in which you would like to clean addresses from the dropdown menu. Finally select the address mapping configuration for this sobject. NOTE: You can only clean one type of address in one object per batch job. The address mapping configuration setting is used to select the type of address you want to clean. Click Next to proceed Page 8

9 2. Filter Records You will be taken to the Filter Records step. You should use the Country filter to ensure you only submit USA and Canada addresses. International addresses that are submitted cannot be cleaned and may cause errors in processing. You can also exclude addresses that have already been verified by Experian QAS by clicking the Exclude addresses verified by Experian QAS checkbox. Custom Filters allow you to filter records by filterable fields in the object you selected. Custom Filters adhere to the standard Salesforce filters featuring Advanced Options for more advanced filter creation. Advanced filter works just as the advanced filters in Salesforce. When you click on the advanced filter the filter conditions become numbered and you get an advanced filter textbox where you can do "AND" and "OR" of different conditions. An example advanced filter is: (1 OR 2) AND (3 OR 4). NOTE: if you are cleaning leads, converted leads will be excluded from your filter as they cannot be updated per Salesforce functionality. Once you have built your filter click Apply Filter to preview the records that match your filters. If you are satisfied with the results, click Next. QAS for Salesforce User Guide Page 9

10 3. Submit Batch Job The Submit Batch Job page displays a summary of your batch job configuration. You will also be shown the number of records that will be submitted for address correction. If the records are less than an exact number will be shown. If the records are above you will have to click on the Count Total Records button to find out the exact number of records which are going to be submitted for validation before you can proceed. When you have verified your batch job settings click the Submit Batch Job button to run the batch job. You will be asked to confirm the transactions you will spend and then you will be sent to the Batch Jobs screen Processing Stage The batch job processing stage consists of two steps: QAS for Salesforce User Guide 1. Records export: During this step the records which will undergo validation are extracted from Salesforce and sent to the QAS address processing engine. Please note that only the address fields are transferred, no other information is transferred out of Salesforce and that all communication happens over a secured https connection. This step requires active connection to Salesforce and you cannot logout until the export completes. If you logout the export will fail and you have to restart the job once you log back in. 2. Processing: The processing step validates all submitted addresses and the progress of processing will be displayed. You can log out of Salesforce during this step and return at a later point in time without disrupting processing. Once processing has finished a table displaying the results of processing is displayed and the job will be ready to review and commit. Page 10

11 3.3. Review and Commit Stage After processing is completed your batch job will be in the Review and Commit stage and a summary of your run will be displayed in your batch job details. This summary outlines how many address fall into each Match Type category which is our confidence in the changes we made to your addresses. You will also notice that there is a Review and Commit link in the Action column for your batch job in the Batch Job list. Click on the Review and Commit link to continue with your batch job. You will be taken to the Review and Accept Records screen where the results of your batch job will be displayed. In this screen you will be able to review the results and select which addresses you would like to accept and commit to Salesforce. Even though addresses may be corrected you will not see the correction in Salesforce until you have accepted and committed the results. Committing records is the final step and occurs on the next screen. You can only commit a job once, so make sure you have accepted all addresses you want to commit before continuing to the commit screen. You can filter the results list using the Match Type Filter. After the filter is applied, the results list will update to display only the Match Types you have selected. You can then individually accept records or use the check box next to Accept Status to accept all records within your filter. Please note that this will accept all records across multiple pages. We recommend accepting Verified, Good full and Tentative full match types only. Most users filter to just these match types and click Accept Status and then commit all records of these match types. However, some customers prefer to look at address one by one and accept the individually. The available match types along with their descriptions are: Verified High confidence match. Minor formatting and/or corrections made. Good full High confidence match. Formatting and/or changes made to major elements. Tentative full Medium confidence match. Address is an existing address but non-postal data could be present or a suite/apt number could be missing. Poor full Low confidence match. Significant corrections made to critical address elements. Multiple match Multiple similar addresses found. A single address cannot be returned. Page 11

12 Unmatched A match could not be found. If standardization is turned on the result will be standardized. Standardization is the process of parsing the address into standard address components: Address Line, City, State, Zip, Postal Code and Country. If you would like to view additional address information for a particular record click on the View link in the Action column for that record. You can accept or reject the QAS validated address data by using the Accept and Reject buttons. You can use the Export button to export all of the records currently filtered to a.csv file. You can use this to retain address details for your records or review records outside of Salesforce. Most commonly customers filter their Poor full, Multiple or Unmatched records and then save the list to do a call day to update addresses that could not be verified. After you have selected all the records you would like to accept, click Next You will be shown a summary of records to commit on the next page. If you would like to commit these records to your database please click Commit Accepted Records at the bottom of this screen. You can only commit records once per batch job and will not be able to return once going past this point. Please click OK Page 12

13 You will then be shown a summary table of processed results. The table provides the total records processed by match type, total records accepted by match type and total records committed. The last column shows the number of records that were unable to commit. The updated After Batch Run column shows the number of records that were updated in your Salesforce account after the batch job was submitted for processing. The Deleted After Batch Run column shows the number of records that were deleted from your Salesforce account after the batch job was submitted for processing. Delete batch job To delete a batch job you may click on the Delete Job link in the Actions column in the Batch job table. Deleting a batch job will remove all data related to the batch job and it cannot be recovered. CASS report and SERP report To download CASS or SERP report you have to click on the View action link next to the batch job for which you would like to download the reports and then click on the appropriate report download link at the bottom left of the page. 4. Backup and Recovery The Backup and Recovery functionality is only available to QAS Admin users. The functionality is intended to be used only in situation where uninstall and reinstall of the QAS for Salesforce package is necessary. Because the QAS for Salesforce package installs the system fields: QAS {Address Name} Validation Timestamp, QAS Validation Status {Address Name} for Accounts, Contacts, Contracts and Leads, when the package is uninstalled those fields will be removed and all data stored in them will be lost. To avoid losing the data in those system fields when you reinstall the application the Backup and Recovery functionality may be used. Page 13

14 3.1 Backing up your data before uninstall of the QAS for Salesforce package. Click on the Backup and Recovery tab. You will see a page where it is explained which fields for each of the sobjects will be backed up. If you are satisfied with what will be backed up click on the Backup button to start the process. You will be shown progress of the currently running backup job as well as the possibility to cancel the job. 3.2 Recovering your data after reinstall of the QAS for Salesforce package. Click on the Backup and Recovery tab. Provided that there is a backup made earlier you will see a page with a summary of the existing backup. Below the summary information in the yellow warning box you will see a mapping showing you which backed up field will go into which field of your sobject. Once you are satisfied with the mapping click on the Recover button. You will be shown a progress of the currently running recover job as well as the possibility to cancel the job. Page 14

15 When the job completes you will be shown a summary of the results in the backup table. If any of the records failed to recover you will see an Export button in the last column of the table for each sobjects. Use the export button to download the failed records file in a.csv format. The file will contain the record id, the values of the system columns and the reason why the record failed to recover. You may use the record id to review the record manually and set the fields yourself. To view the record, login to Salesforce and append the record id to the root URL of the Salesforce page. For example, a particular user may see the following URL in the address bar when they log in: To be able to view the record with id: 001A000000iPnE5IAK the user needs to change the URL to the following: Page 15