A comprehensive guide to managing new and updated contacts with the signature parsing tool in Intapp DealCloud
Signature parsing, part of Data Quality Automation (DQA), is a key tool for managing contact data in your Intapp DealCloud solution. Signature parsing collects the signature block from inbound email communications in your Microsoft Outlook, then parses the signature into relevant contact data in DealCloud. Data such as company, job title, phone number, and more can be parsed.
Signature parsing also gives you the option to manually review and bulk-update data to ensure that everything’s correct before it’s integrated into your system.
When you have the right tools and knowledge to manage this data effectively, you can achieve true relationship efficiency at a firmwide level.
In this article, we’ll share tips and best practices for configuring settings to your preference, flagging appropriate items for review, and bulk updating contacts so you can work efficiently every day.
Easily exclude data you don’t need
To ensure that your DQA dashboards pull in only data you need, you can set rules and exclusions in your admin settings. You can also modify default settings that were set during your implementation as your needs change.
For example, you can filter out auto replies by adding keywords to the global exclusions list. You can exclude unwanted contacts with these settings as well.
Set matching rules to fill in the blanks
You can also set matching rules to help signature parsing make smart recommendations for contact updates, making it easier to create and maintain accurate records. For example, if the company is missing from a contact, but their domain matches other contacts with a known company, you can give the tool permission to infer a match based on criteria you set.
Build personal dashboards
Creating user-specific dashboards is a simple and effective way to help your team manage their personal relationships and share their networks more easily with their teammates.
By incorporating colleague relationships as a secondary object on your dashboard view, your users can filter by name to build a user-specific dashboard.
Easily manage and complete contacts
Now, you can quickly identify and resolve incomplete entries with pre-filtering.
Just click the “New Contacts” tab to view a pre-filtered subset of new contacts, then toggle between the “Complete Contacts” and “Incomplete Contacts” tabs to easily manage your reviews. “Complete Contacts” will list records containing complete information for new contacts, while “Incomplete Contacts” will flag records with blank fields for manual review.
DealCloud also highlights changes for easy review. Updated existing values, such as job title, will appear in orange, while net-new data —information you didn’t have on this contact before — will appear in green. This color-coded system further simplifies the review process.
Update contacts efficiently with bulk updates
Bulk-reject “junk” entries
When reviewing the “Incomplete Contacts” tab, you can easily select and deselect any entries that you want to review manually. If you find multiple entries are wrong or unnecessary, you can bulk-reject the suggested updates.
If a contact is rejected for lack of information, it will reappear in the DQA dashboard when their signature changes.
Bulk-accept updates
Streamline the multi-entry review process with DealCloud’s new bulk-accepting feature. Entries with additional relevant data, such as a previously unknown job title, will appear in green. If all important fields are populated and there are no obvious parsing errors, you can simply bulk-select and accept these entries.
Easily compare updates to the signature
Easily ensure updates are accurate with DealCloud’s new comparison feature. During the manual review process, you can click “Compare” to view email signature data side-by-side with the suggested update.
Bring in stakeholders
Make it easy for your stakeholders to view updates that are relevant to them. The “My New Contacts” and “My Pending Contact Updates” dashboards allow users or their proxies to view contacts per user, enhancing collaboration and transparency.
Conclusion
Signature parsing in DealCloud gives you an efficient, streamlined approach to updating and reviewing contact information. With features like pre-filtered tabs, color-coded updates, and bulk actions, you can quickly identify and manage both complete and incomplete entries. You can easily compare updates to email signatures, improving data accuracy. And you can better engage your users with dashboards tailored for them, improving collaboration. With these thoughtful tools designed to optimize your contact review process, it’s easier than ever to ensure your data is up to date and easily to manage.
Learn more about Intapp DealCloud relationship management here.