Instructional Video: CleanUpdate Training
How to Use CleanUpdate
CleanUpdate can be launched from your Oracle CRM On Demand main Admin homepage or your My Setup link under Data Management Tools. Click on Update Records under ActivePrime Services to launch CleanUpdate. To use CleanUpdate, first select the type of records you wish to update (any object is available) from the menu in the upper left corner. It is best to select parent objects first.
After selecting which type of records to update, you must choose your Settings. CleanUpdate will update records based on these Settings. To define your settings, click Settings in the upper left corner. In this menu, you can select the records to update, the displayed fields, and actions you wish to take. The menu can be collapsed by clicking Settings again or by clicking Close in the corner of the menu.
Select the Records to Update
Select the records to update. You can choose to update a list of CRM record IDs either directly from CRM On Demand or in an external CSV of record IDs. For more information, see this instructional video.
Lists that you upload will be saved for future use in CleanUpdate. You may edit or delete a list at any time. If you have multiple lists uploaded in CleanUpdate, simply select the one you would like to use for the current session by clicking on it. If you are new to CleanUpdate, it is best to start with small data sets and work up to larger data sets as you master the update functionalities.
Choose the fields to display on-screen and the ones you may wish to update. All available Oracle CRM On Demand fields are listed in the Available fields column. Fields that will be displayed in your CleanUpdate results are listed in the Show these fields in this order column.
Remember to display all fields that will help you to review your records.
After selecting your fields to display you must click the Read Records button at the top of settings before moving onto Actions. No Actions will be available until you read records.
There are two subsections of Actions for CleanUpdate: updating fields and updating owners.
Updating a Field
You can select to update a field using the Find and Replace Field option or the Mass Update Field option. Using Find and Replace Field option will scan the list selected above for the Existing Value you enter, and CleanUpdate will replace it with the value entered into the Update Value field. If a field does not match your Existing Value then the field will not be updated. Using the Mass Update Field option, you first need to select the field you wish to update. Next you need to type in the value into the Update Value field that you wish to change ALL the records in your list to.
Lastly, you need to click Apply. When you click Apply the fields will be updated in the grid but not yet in your CRM. The fields will be highlighted. If you do not like your changes you can click the Undo Changes button and your grid will revert back to the original.
Updating an Owner
You can select to update an owner using the Find and Replace Owner option or the Mass Update Owner option. Using the Find and Replace Owner option you will use the Existing Owner dropdown to select an owner in the grid. Next you select the new owner from the New Owner dropdown. Only owners matching the Existing Owner selected will be updated. Using the Mass Update Owner option, you select a new owner from the New Owner dropdown. ALL records in the grid will be updated to this new owner. Lastly, you need to click Apply. When you click Apply the owner field will be updated in the grid but not yet in your CRM. The fields will be highlighted. If you do not like your changes you can click the Undo Changes button and your grid will revert back to the original. When you are updating an owner, you also have the option to update child objects by checking off the object in the Children to Update section. The available list of child objects can be configured by submitting a request.
Reviewing Your Data
Click the arrow to expand the grid and review your updated records. You can easily review your records before updating:
Remove a record from the update process by using the Remove link. Click the Undo link to return the record to the update process.
Make manual edits by double clicking in a field and typing in your value. If the value you type is different then it will become span style="background-color: rgb(247,131,130);">highlighted. Manual edits override the values from your Actions.
Your records can be sorted by the data in any of your displayed fields. Simply click on the column header to enable ascending or descending sorting.
When you are satisfied with your settings and have reviewed your data, you can update records in two ways:
Page-by-page by clicking Update Current Page in the category grid title bar.
All Records by clicking Update All in the category grid title bar.
You can choose to update your records now, or update the records later using ActivePrime Scheduler. See the Scheduler section of CleanUpdate Help for more information. If your record updates successfully, you will see success in the Update Status column. If your update was unsuccessful you will see view errors in the Update Status column.
**It is important to note that each Update process is final and cannot be undone without rerunning CleanUpdate again with new settings.
Schedule a CleanUpdate Scan
Set up a future CleanUpdate scan using ActivePrime Scheduler by clicking Schedule CRM Scan from CleanUpdate. On the Day calendar view, add a new event by clicking New Event or by clicking on the timeline.
Choose the settings for your scan event. Select a record type to scan (for example: Accounts, Contacts), the Settings to Run (any saved settings that you have created in CleanUpdate), and Recurrence (One time event, Daily, Weekly, or Monthly). You can also add a note about the scan event.
Your new event will be scheduled at the first available two-hour time slot after the present time. If you created a new event by clicking on the timeline, the new event will be scheduled for the time you selected, or the first available two-hour time slot thereafter. CleanUpdate will scan your records for duplicates at the scheduled time.
Schedule a CleanUpdate Update
After running a CleanUpdate scan, you can update your records. Whether you are updating page-by-page, or all at once, you have the option to update the records now, or later using ActivePrime Scheduler. To schedule a future update, simply select the option to Update records later to optimize speed, select a time, and click Yes. CleanUpdate will update your records at the scheduled time.