Today, data holds utmost importance in almost every business. The quality of data helps an organization improve its operations and inefficient data management can hamper the organization’s ability to build a holistic view of the business. Poor data quality doesn’t seem to be an alarming concern until the scale of the problem affects the sales and marketing processes that in turn play a pivotal role in improving business and communication with customers. Data management catches the least attention and is usually the last thing to be discussed in a board meeting. However, it is what matters the most and is pivotal in business decisions.

Microsoft Dynamics 365 and Data Management

Dynamics 365 offers many path-breaking data management tools that will meet most of your demands. Here, we will discuss the usability of these built-in tools that include duplicate data detection, bulk deletion jobs and audit history, importing and exporting data. A robust Data Management strategy helps keep your data clean and applicable. Here are some tips that our experts have chalked down to make all that difference to your Data Management techniques.

Exporting Data From Microsoft Dynamics 365

Data could be exported in 3 ways from Microsoft Dynamics 365. Let’s get into the details of these options.

• Export data to MS Word or MS Excel templates

Here one can automatically export and import data to and from Word and Excel templates. This keeps data management a simple part of daily work life. The templates will help auto-complete documents such as invoices and proposals. This process is a good option to keep data updated without having to make multiple entries in different locations.

• Dynamic and Static export to Microsoft Excel

This is the go-to option for the ones who are more comfortable scrutinizing data on Excel and can be carried out in 3 ways.

Option 1
Export to Excel Worksheet Online

Simple modifications can be carried out quickly. Using Excel online could easily help change and update data within minutes.

Option 2
Export to Static Excel Worksheet

This is the best option if there are multiple changes or modifications to be made. You can slice and dice the exported data for further analysis here.

Option 3
Export data to Dynamic Excel Worksheet

This option lets you see the latest data each time you open the dynamic Excel worksheet. For all those who like to keep refreshing data, this is your best option.

• Third-party data export options

There are a few third-party tools that help in exporting data from MS Dynamics 365. You could choose from an array of tools depending on what your needs are. Using third-party data export and data management tools on MS Dynamics 365 will satisfy most of your needs around the formats and other requirements.

Importing Data to Microsoft Dynamics 365

This involves the same methods and tools used as exporting, such as importing from Excel Worksheets, Word Templates, Excel Templates, etc. A template could also be downloaded for data import to match the entity named in your Dynamics 365. This would ensure all the required fields are filled up and included in your database. Most third-party Dynamics 365 data export tools also work for import. However, it is best to pick the tool that helps complete your projects sooner.

Detecting Duplicate Data

Use the built-in duplicate detection functionality on Dynamics 365 to your advantage. It may not fulfil all your organizational needs but can certainly help minimize data duplication. You can also create your own rules around duplicate data detection to further scrutinize duplication. This way, when duplication is detected, you will be prompted by Dynamics 365 about the further course of action with the record. Once you have your duplicate data detection rules defined you can set up jobs in Dynamics 365 to detect duplicates and the records could be either merged, overwritten or left unchanged.

Validation of Data

Data validation is a process for making sure that entries into a system are scrutinized and correct. The ability to validate data provides enormous benefits in the undertaking of a business, here are a few:

• Improved flow of information between the internal departments.
• Development of meaningful and accurate reports.
• Pure or good data is critical and increases revenue.

Deletion of Bulk Data

Storing data that is no longer of any use needs to be out of the system. You can easily delete bulk data from Dynamics 365 with a built-in tool, all you need to do is set up a bulk data deletion job. In Dynamics 365, bulk data deletion works in the same way as the duplicate data detection does. You can create a rule around the defined parameters to detect the unused data before scheduling a bulk deletion job.

Data Audit History on Microsoft Dynamics 365

The audit history is vital to cleanse data in Dynamics 365. The auditable things are: create, update, delete, and access, the non-auditable features are read operations, metadata changes, and notes or attachments. The Audit History View will help in accessing, shared privileges, security roles, association, and disassociation of records, as well as deletion of audit logs. It’s always best practice to keep auditing for important fields and operations. Creating a schedule for a regular sanity check and review of the audit logs would help in the long-run.

Conclusion

Businesses turn to Microsoft Dynamics 365 for control over processes, increased productivity and overall growth. However, most businesses fail to understand the importance of accurate data and how it paves the way for efficient operations. Constant enhancement and management of the data are what makes it worthwhile to take advantage of it. Third-party tools help a great deal in data management while using Microsoft Dynamics 365. They help in data rectification, transformation migration and integration that help simplify your Data Management strategies.