Contacts and Companies final QA checklist

    CategoryContacts and Companies
    Article typeDocumentation
    Estimated reading time 5 min read
    Last reviewedRecently reviewed
    Applies toGEVADE CRM accounts where the feature is enabled
    Access requiredAccess may depend on your user permissions
    Plan/configuration noteFeature availability may depend on your selected plan and account configuration

    Summary

    Before relying on your database for campaigns, ensure fields are mapped correctly, duplicates are merged, tags are standardized, ownership is assigned, and import files are clean.

    Who this article is for

    CRM administrators and marketing managers responsible for data integrity.

    Overview

    A regular quality assurance (QA) check of your contacts and companies database prevents communication errors, ensures accurate reporting, and maintains high deliverability rates for marketing campaigns.

    Before you begin

    • Schedule a regular (e.g., monthly or quarterly) database review session.

    Step 1: 1. Data Import Review

    Verify that recent CSV imports were mapped correctly. Check a sample of new records to ensure First Name, Last Name, Email, and Phone fields populated as expected.

    Step 2: 2. Duplicate Resolution

    Search for common names or use deduplication tools to identify and merge duplicate contact and company records.

    Step 3: 3. Tag and Field Standardization

    Review your list of tags. Consolidate similar tags (e.g., merge 'webinar', 'Webinar', and 'webinar-attendee' into one standard tag). Ensure custom fields are being used appropriately and are not redundant.

    Step 4: 4. Ownership Assignment

    Filter for contacts where 'Assigned To' is empty. Route these unassigned leads to the appropriate team members to ensure no opportunities are missed.

    Step 5: 5. Company Link Verification

    For B2B accounts, ensure key contacts are correctly linked to their respective company records.

    Configuration note

    Clean contact records depend on correct data entry, field setup, duplicate checks, import formatting, permissions, and ongoing maintenance. Review contact data carefully before bulk imports, exports, segmentation, or cleanup actions.

    Important clarification

    Ignoring data hygiene until a problem occurs: Regular QA is much easier than trying to clean up thousands of messy records after a failed marketing campaign.

    Resolution guidance

    How do I find contacts with missing email addresses?

    Use the 'More Filters' option in the Contacts dashboard. Set the criteria to 'Email' 'Is Empty' to generate a list of contacts that need updating.

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