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” |
Unspecified Objects
After migration, some items may appear as “Unspecified” or “Redtail.”
Leaving objects unspecified can reduce segmentation accuracy and create confusion.
Removing “Redtail” References
Follow these steps:
Step 1: Clean Up Product Lines
Click Settings > Advanced Setup > Product > Product Lines.
Archive any unneeded product lines by clicking on the 3-dot action menu and selecting Archive. (Example: If your agency does not offer Ancillary Insurance Products, archive this product line.)
Resolve “Redtail” as a product line:
Click Redtail
For each associated product type:
Click the 3-dot action menu and select Edit
Select the correct product line from the dropdown
Click Save
Once all associated product offering types are reassigned, delete “Redtail” as a product line.
Step 2: Clean Up "Redtail" Products
Click Reports > Product Report.
Filter by Product > Redtail Default Account
Verify the actual name of the product by logging in to the carrier website
Click the Bulk Update button
Select the correct product from the Products field
Click Submit
Warning: Bulk Updates cannot be undone. Please filter carefully and proceed with caution.
Removing “Unspecified” References
Follow these steps:
Clean Up Carriers & Institutions
Click Business Management > Carriers & Institutions > Unspecified
For each unspecified carrier:
Click the 3-dot action menu and select Change Type
Select the correct Institution Type
Click Save
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
Editing Product Numbers
Follow these steps:
From a contact's record, click on a product drawer. (Example: Annuities or AUMs)
Once the product drawer drops open, find a specific product, click on its 3-dot action menu, and select Edit.
Scroll to the Number field and edit the product number.
Click Save.
Merging Duplicate Contacts
Duplicate contacts can cause confusion and reporting inaccuracies. Swivel includes a Duplicate Contacts Report to help identify and merge duplicates efficiently.
From the left-hand navigation menu, click 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 and accurate reporting.
Click 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
Click Settings > Data Setup > Contact Categories > Statuses
Archive unneeded statuses.
Merge duplicate or legacy statuses into your standard set.
Resolving Duplicate Users
When cleaning your tenant, review and resolve any inactive or duplicate users.
Follow these steps:
Click Settings > Account > Users
Click the 3-dot action menu next to the inactive or duplicate user
Click Archive
Final Checkpoint
After completing your cleanup:
No “Unspecified” or “Redtail” 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.