Recommended Maintenance

Introduction

As long as you have scheduled bulk update jobs that run regularly, the integration will automatically update existing records and add new personnel per your configurations.

A few additional tasks are recommended to keep your integration running smoothly. Here’s our suggested schedule for ongoing maintenance to help ensure the Agile data in Salesforce stays fresh, organized, and reliable over time.

Because ConnectLink continuously syncs updates from our database into your system, these routine steps play an essential role in:

Keeping records current and accurate
Preventing data gaps or missed updates
Ensuring your team gets the full value of your license
Supporting clean reporting, targeting, and engagement efforts

Every Week

Scheduled Jobs:
- Schedule a bulk update to run weekly.
- Schedule weekly dashboard metric updates 1-2 days after the bulk update.
Errors: Review any Batch Update Errors after updates.

Every 1-3 Months

Import Missing Institutions: For most integration configurations, personnel are not created if there’s no account to associate them with. The integration doesn’t create accounts during scheduled jobs. There are multiple ways to import institutions. See our documentation on Importing Accounts for more details.
Run a Bulk Update All: A Bulk Update All forces an update for all records with a ConnectLink Key, unlike regular Bulk Updates, which only update records that have recently changed in our database. If any records were skipped due to errors, a periodic Bulk Update All will ensure the data is up to date. You should also run a Bulk Update All when importing missing institutions, and anytime you add or change field mappings.
Review Dashboards: Several key points need attention.
- Look at the counts of closed institutions and inactive personnel. Establish a process to purge inactive personnel and closed institutions that don’t have any activity, tasks, notes, opportunities, etc. Communicate to your team the importance of excluding inactive personnel from outreach to maintain a positive sender reputation.
- Check the adoption metrics for counts of missing institutions and personnel (Version 4.8 and later).
- Verify the number of managed records to ensure you’re within your licensed quantity (Version 4.8 and later).
- Review the number of records marked ‘Do Not Update’ or ‘Do Not Update Hierarchy’. For most use cases, the ‘Do Not Update’ box should be used sparingly to ensure you receive critical updates. Sometimes, the ‘Do Not Update Hierarchy’ box should be used instead. A high number of ‘Do Not Update’ records can indicate that the integration is overwriting data users want to retain.

Every 12-18 Months

ConnectLink Match: Submit a ConnectLink Match on AgileInsight to fill in missing ConnectLink Keys. This allows the integration to update the existing records instead of creating duplicates.
ConnectLink Audit: Either internally or with a ConnectLink Audit, review field mappings, settings, and layouts to ensure everything remains aligned with your business needs and ConnectLink best practices.

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