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Data Quality Resources

Data Quality FAQ

Solutions and best practices to improve the quality of your data, including data correction, record updates, and system safeguards within the software tools available.

Q1: We imported a significant amount of data and now realize we have many last names, addresses, and city names are in all caps. What is the best way to correct this using the tools available in MinistryPlatform?

See our article on how to mass update city names.

Q2: Someone incorrectly updated a record in our system but doesn't remember which record. How can we figure out which record they updated?

See our article on how to search for incorrectly updated records.

Q3: I want to delete some records, but the Delete tool says that it's "unable to update or delete these records." Now what?

First and foremost, delete with care! Speak with your SPoC to make sure it's okay to delete records.

If you truly should delete the records, the error unable to update or delete these records means that the system won't let you delete the records because dependencies exist. You must first remove the dependencies before you can delete the records.

For example, to delete a record with an outstanding Task associated with it, you must first complete the Task and then you can delete the record.

Q4: What does the "Re-assign" option do to the delete record dialog box?

With the Reassign option, you can delete the current record or records and reassign any associated date to another record. Usually, you'll find the associated date on correlating tabs. This helps if you created duplicate records. You can delete one record and reassign the associated records to the record you want to keep. It helps to rename the record you want to delete to something unique before you begin, that way you know which record is which.

CAUTION: Deleting is permanent! Data restoration is a professional service. Click here to view the Professional Service article on restoring data.
Q5: What is the best way to update records when using the Fix Proper Case Fix view on the Contacts data grid?

When correcting records that display in Fix Proper Case view, consider using the Add/Edit Family Tool instead. Open a record and launch the tool to fix the Household Name and Last Name for all the family members on one screen. Then, click Save to update the whole family.

Q6: What is the best way to clean up records on the Fix-Same Email No Relationship view?

If the records seem to be the same person, we recommend you use the Combine Contacts Tool to merge duplicate records. If the records are different people but share an email address, you should create a relationship. Go to the Contact record, click the Relationship tab, and add the appropriate new relationship. If the two people aren't related (which is extremely rare), you can mark the relationship as Similar Records.

Q7: What safeguards are in place to ensure that email addresses are in the correct format?

Currently, the Portal, Platform, Tools, and Check-In only accept email addresses that are formatted as *@*.*, where the stars represent alphanumeric characters. For example, sally@gmail.com.

Q8: I accidentally incorrectly Mass Assigned records, what do I do?

Professional Services can assist you with a Data Restore. Open a support case with the necessary information to locate which data you need restored.

You can also use Views with Audit Log fields to find the related records and Mass Assign the correct values. This View Example provides you a start on the columns you can use to help find your data.

Mass Update City Names

Use the Assign tool to make bulk changes to incorrect city names that you imported.

Sometimes you have to clean up data that you already imported into MinistryPlatform. For example, say you imported a lot of data and realized after you imported it that much of the information is in all caps. Use the Assign tool to make bulk changes to city names all at once.

Note: We don't recommend mass assigning addresses because what you enter in the Address field in the Assign tool replaces the entire field contents, including the house number. Instead, we recommend you open a Contact record, launch the Add/Edit Family Tool, and correct the address there. This way, you can make corrections while you work in the Contact and make additional capitalization corrections to an entire family's last name all at once.

While some data cleanup is tedious, sometimes you can't avoid it.

  1. In the Advanced menu, go to Lookup Values > Addresses.
  2. Search for all the records with the first city name on your list, and select the Select All check box to select all the records with that name.
    Tip: Keep your bulk assignments below 1,000 records.
  3. Click the Actions button, and click Assign.
  4. Change ONLY the City Name field to proper case.
    Change "austin" to Austin.
  5. Click OK.
  6. Repeat these steps until you complete your list of cities.

All the records you selected will set to proper case, and all the records that are already in proper case will stay in proper case.

Search for Incorrectly Updated Records

Use the User Audit Log Detail report to find a record that someone incorrectly updated, even if they don't remember which record they updated.

  • You must be a database administrator to do this.
  1. Go to Administration > Users.
  2. Click Reports and select User Audit Log Detail.
  3. Enter a date range, Page, and User you want to search.
  4. Click View Report.

A list of changes the User made on a given Page during the time frame that you specified displays. Now you should be able to find which record your User updated.

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MinistryPlatform

Last updated: August 9, 2024