Using Smart Data Cleaner

About Smart Data Cleaner

Smart Data Cleaner is a quick and easy-to-use online tool that helps to ensure you're using accurate and reliable address lists for your mailings. Simply upload your list into our self-serve tool and you can:

• Run a free diagnostic - Assess the quality and accuracy of your list and then find out how much it will cost to clean and update your records.
• Clean your list - Skip the diagnostic and get started. Select the list cleaning services you need and we'll enhance and update your list for you.

Important tips for uploading your list

• Read our File Format Guidelines carefully to ensure the format of your address records conforms to our standards.
• Upload your file in any of the following formats:
  • Comma delimited (.csv)
  • Dbase (.dbf)
  • Excel (.xls). Note: We do not currently support .xlsx files.
  • Tab delimited (.txt)
  • Pipe delimited (.txt)
• If your file is in a different format or requires extra work to process, there will be an additional fee. In these instances, we'll contact you to discuss your options before we proceed.

Running a diagnostic

1. From Smart Data Cleaner, under Run a Diagnostic, in the Customized List Description box, enter the name of your list.
   Tip: This name is for your own reference to help you remember and keep track of your lists.
2. Select Continue.
3. Agree to the terms and conditions.
4. Read Important tips for uploading your file and then select Browse to upload your list.
5. Agree to the terms and conditions.
6. Select Upload.

Checking how your file headings map to our target fields

After you upload your list, you will be asked if you want to modify your field mappings. The Linking Results box contains our assumptions about how each of your columns maps to our target fields.

Examples:

• Does column 1 of your file contain a Record ID or other unique customer identifier?
• Does Column 2 of your file contain an address line?
• Some of your columns may also be blank. This is acceptable.

If the mappings displayed in the Linking Results box are correct, select Skip.

Changing your field mappings

If the mappings in the Linking Results box are not correct, you can change them.

1. Delete the current mappings by selecting the red “X” beside the Linking Results box.
2. Create new results by selecting an entry in Input File Fields on the left and then a Target Field on the right. Your mappings will appear in the Linking Results box.
   
3. Continue until you have satisfactorily matched all 10 of your input fields with the target fields.
4. Select Save Mapping and then Continue.

Receiving your diagnostic report

1. Within 1-2 business days of uploading your list, you'll receive an email to let you know that your report containing a detailed evaluation of your list is ready.
2. Follow the instructions in the email on how to download your report.
3. If desired, proceed with a list cleansing order.

Cleaning a list

1. From Smart Data Cleaner, under Clean Your List, in the Customized List Description box, enter the name of your list.
   Tip: This name is for your own reference to help you remember and keep track of your lists.
2. Under Select Your Services, choose the services you want. Read a definition of each service in the Field Help section.
3. Under Turnaround Time choose how quickly you want your list cleaned. Select Continue.
4. Agree to the terms and conditions.
5. Read Important tips for uploading your list and then select Browse to upload your list.
   Note: You can upload up to 10 files, which we'll merge into one. There is no extra charge to submit up to 5 files, but a $30/file charge applies for files above 5.
6. After you upload your list, you will be asked if you want to modify your field mappings. Get help Checking how your file headings map to our target fields and Changing your field mappings if required.
7. Select Continue. You'll be presented with a summary of your request, where you can confirm your selections. Select Continue.
8. Select the output options for your cleansed file. Read about the options for your cleansed file in the Field Help section.
9. Choose your method of payment. You can pay by Visa, MasterCard or American Express; approved customers can pay by Canada Post account. Complete the other required payment details and select Continue.
10. Review the details of your order, the terms and conditions and then select Agree & Place Order. Your order confirmation will be displayed and also sent to you by email.

Receiving your cleansed list

When your order is complete, we'll send you an email with instructions on how to download your list from the secure section of our website.

Field help

Field Name or Section Name	Description
Customized List Description	The name of your list. (Must not exceed 35 characters including spaces). Enter a name that is easy to recognize and will help you keep track of your list. If you're submitting several requests, create a naming strategy for your lists. Consider including: company or client name, campaign or project name, dates and sequential numbering. Example: Winback 2010 Subscribers 001.
Services
Address Accuracy	Validate the key mailing elements of your address records (address, city, province/territory and Postal Code) against our database of Canadian addresses. We'll correct any errors or omissions by providing you a file that contains your original addresses with the new address information appended to each record. We'll also provide you with an Address Accuracy report that you can submit with your mailing. Note: The Address Accuracy service is mandatory and included in the base price. Expected Match Rates 4-7% of your records are likely to be incomplete or inaccurate.
National Change of Address (NCOA)	Gives you access to 72 months' worth of mover information—including residential and business moves and deceased individuals. We'll provide you with the current address on file and the type of move. Expected Match Rates 2-4% of your records are likely to be identified through NCOA, depending on the age and type of list you are cleaning. Canada Post's master file contains approximately 70% of all movers in Canada.
- Update records with mover addresses	This service is selected by default and is included in the base price of the NCOA service.
- Where movers did not provide a forwarding address	If movers did not provide a forwarding address, you can choose one of the following 3 options: Suppress the record Replace the name with "Dear Occupant" Retain the current address
- For deceased individuals	If an individual on your list is deceased, you can choose one of the following 3 options: Suppress the record Replace the name with "Dear Occupant" Forward to the executor of the estate.
Suppress Canadian Marketing Association 'Do Not Contact' Records	Identifies the addresses of people who do not wish to receive unsolicited mail—those on the Canadian Marketing Association's 'Do Not Contact' List. Suppressing these records helps you focus your advertising efforts on individuals who offer better potential as leads or prospects. We'll create a new field within your original file allowing us to flag any matched records we detect. Expected Match Rates Up to 3% of your records are likely to be identified as 'do not contact'.
Duplicate Identification	Identifies whether your list contains multiple records for the same person, or for different people at the same residential/business address. Where duplicates exist, choose whether you want to retain one record per household or one record per individual. Within each set of duplicates, we'll identify the 1 record that should be retained in your list (called the survivor record) and mark the others with a duplicate flag. Expected Match Rates About 5% of your records are likely to be identified as duplicates.
Mail Preparation (Letter Carrier Presort - LCP)	(Applies to Third Party Service Providers only) If you are a third party service provider, you will be presented with the option to select mail preparation options for Letter Carrier Presort. If your customers intend to use their mailing list to send out a Direct Mail campaign, we can prepare their database according to LCP requirements. Our software sequences and sorts the addresses in their list right down to the delivery route, making it easier for us to deliver their mail.
Output Details (Options for your cleansed file)
Full File	A file containing all of the data in your original file(s), plus our corrections and flags. This option is selected and included by default.
Mail-Ready File	A ready-to-use file for your mailing. If you would like a mail-ready file, choose one of the following options described below:
-Apply requested corrections and suppressions and remove invalid addresses	A ready-to-use file for your mailing with the services you requested applied, such as addresses corrected, suppressions applied and any invalid addresses removed.
Apply requested corrections and suppressions	A ready-to-use file for your mailing with the services you requested applied, such as addresses corrected, suppressions applied; invalid addresses would NOT be removed from your file.
Include all provided addresses, with corrections applied (no suppressions).	A ready-to-use file for your mailing that includes all of the addresses you supplied, with addresses corrected. No suppressions would be applied and no invalid addresses would be removed.
Cleansed File Format	Choose the format in which you wish to receive your cleansed list: Comma delimited (.csv) Dbase (.dbf) Excel Tab delimited (.txt) Pipe delimited (.txt)
Name and Address Formatting	Choose whether you would like the names and addresses in your cleansed list to be formatted in all upper case (e.g. JOHN MCDONALD) or in mixed case (e.g. John McDonald).

Common errors and troubleshooting

Reasons why you may be getting an error message when trying to upload your file for a diagnostic or cleansing report:

• Is the file one of our accepted file types? Note: we do not currently support the .xlsx file format.
• Do the columns in your file match one of our 4 approved address formats? Read our File Format Guidelines for details and examples. Also note that all the columns must be accounted for. For example:
  • If you don’t have data for “First Name”, insert a column and leave it blank.
  • If your list contains residential addresses only, insert a “Business Name” column and leave it blank.
• Do you have additional data in your file that isn’t part of our standard fields? Note: all the columns must be accounted for and no additional columns of information are allowed (this includes blank columns to the right of the final data column).
• Is your Record ID more than 15 characters long? Record IDs cannot be longer than 15 characters (including alphanumeric characters, symbols and spaces).
• If you are trying to submit a comma delimited .csv file, make sure there are no commas in your address or name fields.

Error messages

If you receive this message	Take this action
Unable to save file, may be a duplicate file.	Go back to the page where you entered a name in for your list in the Customized List Description field. Enter a new name for your file. This name must be unique for each file you upload.
Please check inputs: Sold to Partner Customer ID not entered	Information may be missing from your profile, specifically your email address. While you are signed in to the Canada Post website, select My Profile from the top of the page. Under Personal Details, enter your email address and then select Save.

Support

Need help? Email us at data.targetingsolutions@canadapost.ca or call us during business hours at 1-877-281-4137.