The document outlines data entry standards and guidelines for CRM systems, based on QGate's practices. It covers essential factors such as compulsory fields, account hierarchy, international data considerations, and the management of account name changes and duplicates. It emphasizes the importance of consistency, education of users on these standards, and legal compliance in record maintenance.

1. DATA ENTRY
STANDARDS
Guidelines and examples for entering data into your CRM systems.

2. Based on QGate's own data entry standards,
here are some factors that are worth
considering. These may not fit perfectly to
your own business but understanding the
reasoning behind the guidance should help
in the setup of your own data entry
standards.

3. 1. Compulsory Fields
Consider the minimum information you require to be
able to process communications with a potential
customer.
Factors to consider

4. Should a separate account record be
established for each location of a
company?
How do you interact with company
branches? Could different sales people be
responsible for local branches?
Will you be using security to segregate
records by geography?
What will be the reporting requirements
for companies with multiple locations?
2. Approach to Regional Offices

5. 3. Account Hierarchy
Is the legal relationship between
companies relevant to your own business?
Will you want to identify parent accounts
in any reporting?

6. Does your business operate internationally?
Which language and symbols should be
used?
4. International Data
4. International data5. Address Data
Consistency in field usage is important i.e.
City in City field and not AddressLine3.
6. 3rd Party Add-ons
Does any of the third party software being
utilised have data format requirements?

7. Checking the account does not already exist in new
name.
How to ensure users are aware of name change?
7. Managing Account Name Changes

8. 9. Deleting Records
Are there any legal requirements to
maintain records? Who will have access to
delete records?
8. Managing Duplicates
Will the merge functionality be provided
to all users or will there be a designated
administrator responsible for merges?

9. Use full company name
Do not Abbreviate (e.g.
PWC)
Beware of spaces & hyphens.
Beware of case (e.g. QGate
not QGATE)
Beware of misspelling /
typing errors
Example Data Entry Standards
Account Name Account Address Telephone Number
Correct City, State and
Country (drop down list)
Correct postal address
Use address management
software wherever possible
City names should be
entered in the national
language (Munchen not
Munich)
Country code is essential for
international locations
Full area code must include
the leading zero (0)
Main number can
*optionally* contain
separators
Extension numbers *can* be
included after the main
number (such as “ ext. 111” or
“x111”)

10. Once you have established a set of data entry standards for
your business it is vital to educate all users of the rules they
need to adhere to.
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