What success metrics do we track for deduplication?

Percent fewer duplicates after dedupe runs, days to resolve a contact mismatch, and routine scheduled CSV or JSON exports of AI audit trails for governance.

Which systems typically feed the integration backbone?

Typical sources include CRM, property platforms, pest tickets, campaign platforms, AI enrichment layers, billing systems like HubSpot or QuickBooks, and field platforms such as ServiceTitan or Jobber.

How are stable IDs and provenance handled in the data flow?

Use stable IDs as the primary join key. Every record receives a timestamp and a provenance tag that identifies the source system and job id.

What deterministic rules do we use to reconcile duplicate service accounts?

Apply rules in order: account ID then address then owner contact then a normalized fallback. Keep rules short, testable, and preserve ticket history; flag owner confirmation where contact mismatches exist.

How are audit trails generated and who can export them?

Every matching decision is recorded with actor, action, recordId, ISO8601 time, and confidence. Audit trails are exportable as CSV and JSON for authorized roles only, and all exports are logged.

How do we prepare records for direct-mail and measure attribution?

Export a vetted CSV with canonical address fields and send to a provider like PostcardMania. Use tracking codes on postcards that map back to recordId and check the audit trail for verification and campaign timing.

What governance and testing practices are recommended?

Maintain versioned data models and transformation scripts, run unit integration and end to end tests, document rollback steps, run daily monitoring and nightly duplicate checks, and perform quarterly governance reviews.

How should merges preserve history and handle conflicting records?

Preserve historical tickets and aliases when merging, update canonical fields after verification, flag records with conflicting owners for manual review, and keep merge rules in version control with scripts that propose diffs.

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Operational Playbook: Reconcile Duplicate Service Accounts, Repair Contact Mismatches, and Activate Exportable AI Audit Trails

Posted on May 8, 2023 in hubdoc | Topics Contained

Clean contact data, dedupe, and exportable AI audit trails (CSV/JSON) to accelerate direct-mail campaigns with governance-ready, automated workflows.

Browse Articles in the category of "hubdoc"

Operational Playbook: Reconcile Duplicate Service Accounts, Repair Contact Mismatches, and Activate Exportable AI Audit Trails

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