Marketing Database Management - Data Archiving Configuration

The Customer/Vehicle Data Archiving feature, located within Marketing > Marketing Database Management > Setup, is designed to facilitate automatic data cleansing. By setting specific criteria, you can maintain a clean and organised database by marking inactive customers and vehicles for no-follow-up or deletion. 

Accessing the Feature

To access this feature:

1. Go to Marketing in the main menu.

2. Select Marketing Database Management.

3. Choose Setup.

4. This will open the Customer/Vehicle Data Archiving window.

Configuration Settings

This feature allows you to customise how customer and vehicle records are managed. Below is a detailed explanation of each setting.

Customer Settings

1. Number of months of no contact to mark as no-follow-up:

   • Define the number of months without any contact before the system marks the customer as "no follow-up."

   • Example: Setting this to "12" will flag customers with no contact for 12 months as no-follow-up. No contact means no enquires have been made, or invoices raised across departments. 

2. Number of months to delete if no contact:

   • Specify the number of months after which customers with no contact are automatically deleted from the system.

   • Example: If set to "24," customers who haven’t been contacted for two years will be deleted from the system. No contact means no enquires have been made, or invoices raised across departments. 

3. Number of months to set as no-follow-up if no invoices:

   • Determine the time period for marking customers as "no follow-up" if no invoices have been generated.

   • Example: A value of "6" will flag customers with no invoices in six months. If no invoices have been raised across departments, the customer will be set as no follow-up. 

4. Number of months to delete if no invoices:

   • Set the time frame after which customers with no invoices are deleted.

   • Example: If set to "18," customers with no invoices for 18 months will be deleted. If no invoices have been raised across departments, the customer will deleted. 

Vehicle Settings

1. Number of months of no service contact to mark as no-follow-up:

   • Define the period of no service-related contact before vehicles are flagged as "no follow-up."

   • Example: If set to "12," vehicles with no service-related interaction for a year will be flagged.

2. Number of months of no service contact to delete from customer:

   • Specify the time frame after which vehicles with no service-related contact are deleted from the customer profile.

   • Example: A value of "36" will remove vehicles with no service contact for three years.

How to Use the Settings

1. Open the Setup Customer/Vehicle Data Archiving window.

2. Enter appropriate values in each field based on your data cleansing preferences, this is always the number of months.

3. Click Save to apply the changes.

Best Practices

• Review Historical Data: Analyse your database to understand typical inactivity periods before setting values.

• Set Conservative Deletion Periods: Avoid overly aggressive deletion settings to prevent accidental removal of valuable data.

Scenarios Where This Applies

• Inactive Customers: Flagging customers who no longer respond to communication or engage in transactions.

• Outdated Vehicle Records: Removing vehicles that haven’t been serviced for a significant period.

• Database Maintenance: Streamlining the database to improve marketing efforts.

Schedule

This process will run monthly on the date configured within the above window.

You can find more information on other cleanses available here: Navigator Data Cleansing