Required Setup for Swivel Account Owners
Review & Clean Up Your Data
Learn how to prioritize data cleanup after implementation to improve reports, Automations, Swivel Sync, Swivel Summary, filtering, and your team's overall experience in Swivel.
Overview
Section titled “Overview”Your team is now using Swivel. As you begin working in the platform, you’ll naturally discover opportunities to organize and standardize your data.
Every improvement you make increases the value of Swivel. Clean, consistent data leads to more accurate reports, more reliable Automations, better Swivel Sync results, richer Swivel Summaries, and a better experience for your team.
Watch This Implementation & Data Integrity Webinar
Section titled “Watch This Implementation & Data Integrity Webinar”Prefer to walk through data cleanup with us? Watch the August 10 Implementation & Data Integrity Webinar for guidance on reviewing your Swivel data, identifying cleanup priorities, and improving data quality.
▶️ Watch the Webinar Recording
Passcode: G^d*Mt29
Resources Discussed During the Webinar
Section titled “Resources Discussed During the Webinar”How to Organize Contacts | Swivel Help Center
Book of Business Imports | Swivel Help Center
Get Started with Swivel Sync | Swivel Help Center
Map Values to Swivel Summary Totals | Swivel Help Center
Today’s Goal
Section titled “Today’s Goal”By the end of this article, you will be able to:
Section titled “By the end of this article, you will be able to:”- Identify the highest-impact areas to clean up first.
- Understand how data quality affects key features throughout Swivel.
- Prioritize ongoing cleanup efforts.
- Create a plan for maintaining clean data over time.
Priority 1: Standardize Carriers, Institutions & Products
Section titled “Priority 1: Standardize Carriers, Institutions & Products”Why This Matters
Section titled “Why This Matters”Carriers, institutions, and products work together throughout Swivel. Keeping this data consistent improves:
- Swivel Sync
- Reports and Dashboard
- Automations
- Contact Lists
- Swivel Summary
- Overall data consistency
What to Review
Section titled “What to Review”Review the following for duplicates, inconsistent naming, or outdated values.
Carriers & Institutions
Section titled “Carriers & Institutions”- Duplicate carriers or institutions
- Multiple spellings of the same carrier
- Legacy or abbreviated names
- Placeholder values such as Redtail, Wealthbox, or Unspecified
Products
Section titled “Products”Review your products for consistent:
Section titled “Review your products for consistent:”- Product Lines
- Product Types
- Product Statuses
- Product Names
Also look for:
Section titled “Also look for:”- Duplicate products
- Product names that include contract numbers or other unnecessary information
- Inconsistent naming conventions
- Incorrect carrier or institution assignments
Additional Resources
Section titled “Additional Resources”Redtail & Wealthbox Migrations
Section titled “Redtail & Wealthbox Migrations”🔗 Data Cleanup Checklist After an Import or Migration
Product Cleanup
Section titled “Product Cleanup”🔗 How Do I Audit Products After an Import or Migration?
🔗 Standardized Carrier & Institution Names
🔗 Maintaining Clean Product Data
Priority 2: Standardize Contact Categories & Statuses
Section titled “Priority 2: Standardize Contact Categories & Statuses”Why This Matters
Section titled “Why This Matters”Contact Categories and Contact Statuses help organize your clients and power segmentation throughout Swivel.
Keeping these values consistent improves:
What to Review
Section titled “What to Review”Review your Contact Categories and Contact Statuses for:
Section titled “Review your Contact Categories and Contact Statuses for:”- Duplicate values
- Overlapping meanings
- Inconsistent naming
- Categories being used where a Status would be more appropriate
- Values that are no longer used
For example, instead of using Active Client as a Contact Category, you might choose:
- Category: Client
- Status: Active
This creates cleaner reporting and more flexible filtering.
Additional Resources
Section titled “Additional Resources”🔗 How to Consolidate Contact Categories
Priority 3: Resolve Placeholder Values
Section titled “Priority 3: Resolve Placeholder Values”Why This Matters
Section titled “Why This Matters”As you standardize your carriers, products, categories, and statuses, you’ll likely encounter placeholder values created during migration. Replacing these values with the correct records improves reporting, filtering, Automations, Swivel Sync, and overall data consistency.
What to Review
Section titled “What to Review”Look for values such as:
- Unspecified
- Redtail
- Redtail Default
- Redtail Agent
- Wealthbox
- Wealthbox Default
- Wealthbox Agent
For each placeholder:
Section titled “For each placeholder:”- Review the associated records.
- Determine the correct value.
- Reassign the records.
- Confirm nothing remains associated.
- Delete the placeholder when it is no longer being used.
Additional Resources
Section titled “Additional Resources”Redtail & Wealthbox Migrations
Section titled “Redtail & Wealthbox Migrations”🔗 Data Cleanup Checklist After an Import or Migration
Product Cleanup
Section titled “Product Cleanup”🔗 How Do I Audit Products After an Import or Migration?
🔗 Standardized Carrier & Institution Names
🔗 Maintaining Clean Product Data
Priority 4: Create an Ongoing Data Maintenance Plan
Section titled “Priority 4: Create an Ongoing Data Maintenance Plan”Why This Matters
Section titled “Why This Matters”Data quality isn’t a one-time project. Organizations that regularly review and standardize their data get more value from reports, Automations, Swivel Sync, Swivel Summary, and other features over time.
What to Do
Section titled “What to Do”Create a simple plan to keep your data healthy over time. Review regularly for:
- Duplicate contacts
- Duplicate products
- Outdated categories or statuses
- New carriers or institutions that should be standardized
- Naming inconsistencies
- Placeholder values created during future imports
Identify:
Section titled “Identify:”- High-impact improvements to complete first
- Lower-priority cleanup that can wait
- The person responsible for ongoing maintenance
- Projects that may require Professional Services
Review your data periodically as your business grows and your team adopts new workflows.
Additional Resources
Section titled “Additional Resources”🔗 Duplicate Contact Report
🔗 How to Merge Duplicate Contacts
🔗 Maintaining Clean Product Data
Best Practices
Section titled “Best Practices”- Standardize carriers, institutions, and products before building reports or Automations.
- Establish naming conventions before merging records.
- Review Contact Categories and Statuses regularly.
- Periodically review duplicate contacts as part of routine CRM maintenance.
- Use reports and Advanced Filters to identify inconsistent data.
- Confirm records represent the same entity before merging.
- Make incremental improvements over time.
- Continue using Swivel as your system of record.
Frequently Asked Questions
Section titled “Frequently Asked Questions”Where should I start?
Section titled “Where should I start?”Begin with your carriers, institutions, and products. This data has the greatest impact on Swivel Sync, Swivel Summary, reports, Business Management, Automations, and filtering.
Do I need to finish all cleanup immediately?
Section titled “Do I need to finish all cleanup immediately?”No. Focus on the areas that have the biggest impact on your team’s day-to-day work, then continue improving your data over time.
Why do I see values like Unspecified, Redtail, or Wealthbox?
Section titled “Why do I see values like Unspecified, Redtail, or Wealthbox?”These are placeholder values created during migration when Swivel couldn’t confidently classify certain information. Review the associated records, assign the correct values, and remove the placeholders once they’re no longer needed.
How often should I review my data?
Section titled “How often should I review my data?”Data cleanup is an ongoing process. We recommend periodically reviewing your data to maintain accurate reports, reliable Automations, consistent Contact Lists, successful Swivel Sync results, and high-quality Swivel Summaries.
Can Professional Services help with cleanup?
Section titled “Can Professional Services help with cleanup?”Yes. Professional Services can assist with data standardization, duplicate cleanup, product imports, custom field organization, and other post-migration cleanup projects.
Next Step
Section titled “Next Step”Great work! You’ve identified the areas that have the greatest impact on your organization’s success in Swivel.