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Company Record Maintenance

Creating and Updating Company Record

Background and Context

  • Company records were imported from D365 CRM. Only active records were imported and only the company details were included, not their history contained in notes, calls, email, activities, and tickets.

  • Company records were then cleaned such as addresses, phone, mobile, emails, etc. New taxonomy values were assigned based on best mapping of previous values from D365 CRM.
  • Company records were matched against MOH Facility ID and NetSuite account list using them to clean/update company details (particularly company name and legal name) and parent-site/location relationships were also derived using Facility ID and Organisation ID.
  • CEM Owners from D365 but there were only a handful of them; the bulk were manually assigned by Meg using DHB and postcodes.
  • In all these, there would have been a handful of errors and inconsistencies as we have already seen in particular account details and so the next thing to do there is to make the updates/correction in HubSpot following the company record update or creation process below. CEM Owner is responsible for these updatespdates following the process. Teams and individuals 

New Company records are created from:

  • Closed-Won Deals - Sales creates a new Lead record and associated Deal. The Lead details are then carried over automatically to a new Company record created on successful Deal closure.
  • Site/Location Company - This type of Company is normally not created during the Deal process. When they reach out to CET and CEM for help and support, they need to be added to the CRM Company records.

Creating a new Company record -

First, refer to the MOH Facility Code Table for details such as company name, legal name, address, phone, email, Facility ID and Org ID and DHB. In particular Facility ID and Org ID enables us to determine the parent - site/location/child relationships between companies. Use this to make the association between the Site/Location Company and existing Company records  in CRM.

Updating a Company record -

As above, CEM Owner should be notified on the need to correct/update a company record. Follow similar process by referring to the MOH Facility Code Table to get the correct/updated information and making the Company association in CRM.