> ## Documentation Index
> Fetch the complete documentation index at: https://support.fieldko.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Keep Data Clean

> Keep stores, contacts, coordinates, products, visits, and call cycles accurate so reps see the right data and reports stay trustworthy.

Clean data keeps reps' visit lists accurate and makes coverage, call compliance, and on-shelf availability reports trustworthy. Use this page as a checklist of the data problems that matter most in a FieldKo org, and how to prevent or fix each one.

## User Permissions Needed

| To do this | You need |
| - | - |
| Set up duplicate and matching rules | Customize Application permission |
| Edit accounts, products, and price books | Edit access to the objects, such as from the FieldKo Manager Permission Set |

## Prevent Duplicate Stores and Contacts

A duplicate store splits visit history, survey results, and orders across 2 accounts, so coverage and trend reports undercount. Turn on duplicate rules and matching rules for accounts and contacts, so users see a warning or are blocked when they create a duplicate. See [Manage Duplicate Records](https://help.salesforce.com/s/articleView?id=sf.managing_duplicates_overview.htm\&type=5) in Salesforce Help.

* Match stores on a reliable key, such as your ERP account number or store number, as well as name and address.
* When you merge duplicate accounts, Salesforce moves related records, such as visits and orders, to the surviving account. The merged account is removed from reps' devices at their next sync.

## Keep Account Coordinates Current

The app uses each account's coordinates for the check-in distance check and on maps. Wrong or missing coordinates cause false "far from store" warnings, distances in **Check In Compliance Reason**, and pins in the wrong place.

* Build a report or list view of store accounts with no shipping latitude or longitude, and fill them in.
* When a store moves, update its shipping address and its coordinates. In Salesforce, use the **Update Geolocation** action on the account, which looks up the shipping address.
* If you keep coordinates in your own fields, check that the **Account Latitude Field API Name** and **Account Longitude Field API Name** settings point to them.

See [Where Account Coordinates Come From](/admin/call-cycles-and-visits#where-account-coordinates-come-from).

## Deactivate Products and Price Books Instead of Deleting Them

Orders and ranging keep their links to products and price books. To retire them, deactivate them instead:

* **FieldKo products:** Set **Status** to **Inactive**. FieldKo deactivates the product's price book entries and product set lines, so reps stop seeing it.
* **FieldKo price books:** Clear **Is Active**, or set an **End Date**.

See [Set Up Products, Ordering, and Ranging](/admin/products-ordering-ranging).

## Clean Up After Reps Leave

When you deactivate a rep, their **Not Started** visits stay on the calendar and count as missed in call compliance reports. Hand them to another rep, or cancel them:

1. Build a report of visits with **Status** equal to **Not Started** whose **Sales Representative** is an inactive user.
2. Move the visits with [Transfer Visits](/managers/field-campaigns#transfer-visits), or reassign the accounts with **Transfer Data On Change Of Account Owner** turned on. See [Remove a Rep's Access](/platform/day-to-day/remove-a-rep).

## Check Call Cycle Coverage

A rep without an active call cycle that covers today gets no visits in the app, with no error. Check coverage before each fiscal year and when you add reps:

* Every active rep has active call cycles for the current and next fiscal year.
* Schedule `CallCycleBatchscheduler` so new reps and new years get call cycles automatically. See [Scheduled Jobs](/admin/installation#scheduled-jobs).

## Use Validation Rules with Care

Validation rules are a strong way to enforce clean data, but a rule that fires on a record from the app blocks that record at every sync until someone fixes it, and reps often can't fix it from the app. Before you add a rule to a FieldKo object, read [Record Types and Validation Rules](/platform/customize/record-types-and-validation-rules).

## See Also

* [Import and Update Data](/platform/data/import)
* [Plan for Data Volume, Storage, and Retention](/platform/data/data-volume)
* [Record Types and Validation Rules](/platform/customize/record-types-and-validation-rules)
* [Set Up Call Cycles, Tasks, and Visit Templates](/admin/call-cycles-and-visits)


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.