Why Clean Up Your Data After Migration
1. Ensure Successful Syncing with Carriers & Institutions
Swivel pulls policy and account values directly from carrier websites by matching product numbers. For this process to work accurately, product numbers in Swivel must exactly match the product numbers on the carrier websites.
Any mismatch—such as an extra character, missing digit, or formatting variation—can prevent Swivel Sync from successfully updating policy and account values, limiting your access to accurate, up-to-date information.
2. Enable Effective Segmentation
Swivel’s segmentation tools rely on clean and consistent data to group contacts meaningfully. When data is inconsistent or duplicated:
Segments become poorly defined
Client outreach and automations lose effectiveness
Reporting accuracy suffers
Clean data ensures contacts are grouped by accurate, relevant traits, allowing for targeted, efficient marketing and client service.
Key Issues to Review and Resolve Post-Migration
Duplicates
Duplicate records often occur due to variations in naming, spelling, or data entry. Identifying and merging duplicates improves data accuracy and prevents confusion.
Common duplicate types:
Type | Examples |
Agents | “Pam Smith” vs. “Pamela Smith” |
Carriers & Institutions | “Am Equity” vs. “American Equity” |
Product Types | “Fixed Indexed Annuity” vs. “Fixed Index Annuity” |
Product Names | “Allianz 222 Annuity” vs. “Allianz 222” |
Contacts | “James Halpert” vs. “Jim Halpert” |
Contact Categories | “Clients” vs. “Customers” |
Standardize Carrier & Institution Names
Merge variant carrier names with Swivel’s official naming conventions:
Merge From | Merge To |
Allianz | Allianz Life |
Am Equity | American Equity |
ATHENE | Athene |
Schwab | Charles Schwab |
Columbus Life Insurance Company | Columbus Life |
Equitrust | EquiTrust |
F&G | Fidelity & Guaranty |
Global Atlantic Life | Global Atlantic |
Nation Wide | Nationwide |
North American | North American Company |
Ocean View | Oceanview |
Security Bennefit | Security Benefit |
Silac | SILAC Insurance Company |
Unspecified Objects
After migration, some items may appear as “Unspecified” or “Wealthbox.”
This usually affects:
Contact Categories
Product Lines
Contact Statuses
Institution Types
Institutions
Leaving objects unspecified can reduce segmentation accuracy and create confusion.
Removing “Wealthbox” References
To maintain consistency, remove all references to “Wealthbox” across:
Institution Types
Product Lines
Product Types
Transaction Types
Follow these steps:
Step 1: Clean Up Product Types
Path: Settings > Advanced Setup > Product > Product Types
Archive unneeded product types.
Merge duplicates.
Resolve “Wealthbox Account Type”:
Click Wealthbox Account Type
For each associated product offering:
Open the product offering
Click the 3-dot action menu
Under Product Offering Type, select the correct type from the dropdown
Click Save
Once all associations are reassigned, delete “Wealthbox Account Type.”
Step 2: Clean Up Product Lines
Path: Settings > Advanced Setup > Product > Product Lines
Archive any unneeded product lines.
Delete the “Wealthbox” product line.
(Since Product Types were cleaned first, you can safely delete this.)
Step 3: Clean Up Institution Types
Path: Settings > Advanced Setup > Product > Institution Types
Delete “Wealthbox” as an institution type.
Step 4 (Optional): Clean Up Transaction Types
Path: Settings > Advanced Setup > Product > Transaction Types
Delete “Wealthbox” as a transaction type.
Product Numbers in an Incompatible Format
Swivel Sync relies on exact product number matches. Any formatting discrepancies will prevent successful syncing.
Common issues:
Extra spaces, underscores, or symbols
Missing digits or leading zeros
Outdated or incorrect product numbers
Action:
Review all product numbers and correct them to match the carrier’s exact format.
Merging Duplicate Contacts
Duplicate contacts can cause confusion and reporting inaccuracies.
Swivel includes a Duplicate Contacts Report to help identify and merge duplicates efficiently.
Path: Reports > Duplicate Contact Report > Run Report
The report detects potential duplicates based on:
Name
Phone Number
Address
Email Address
Use the Merge function to combine duplicates into a single, accurate contact record.
Streamlining Contact Categories & Statuses
Contact Categories
What are categories?
Categories group your contacts into broad classifications—such as Leads, Clients, or Prospects.
Clean, consistent categories are crucial for:
Clear segmentation
Accurate reporting
Effective communication workflows
Path: Settings > Data Setup > Contact Categories
Archive unneeded categories.
Merge duplicates (e.g., merge “Customers” with “Clients”).
Contact Statuses
Statuses describe where a contact is within your business process.
Examples for “Leads”:
New
Active or In-Progress
Not Interested
Do Not Contact
Examples for “Clients”:
Active
Inactive or Former
Path: Settings > Data Setup > Contact Categories > Statuses
Archive unneeded statuses.
Merge duplicates or legacy statuses into your standard set.
Archiving Users
When cleaning your tenant, review and archive any inactive or duplicate users to maintain clarity in ownership, assignments, and reporting.
Final Checkpoint
After completing your cleanup:
No “Unspecified” or “Wealthbox” items remain
Product numbers match carrier formats
Duplicate contacts, products, and institutions are merged
Categories and statuses are standardized
Your Swivel environment will now be optimized for accurate syncing, segmentation, and reporting.