Contacts formating requirements

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Agnitio Contact-list transfer (CSV)

Agnitio facilitates updates of the contact-lists that end-users see in their Agnitio iPlanner or Agnitio Planner. As part of the typical service, Agnitio covers 2 target-list updates for each end-user per year, but more can be occommodated. target-lists are submitted to Agnitio from the customer in csv- or xls-format, in accordance with the guidelines found on this page. The customer should submit one list of contacts per user, or per group of users that need access to an identical list.

Agnitio offers 2 different methods for Target-list updates, as well as offering options for CRM-integration, which is typically configured to handle contact-list update.







Contents

Guidelines and recommendations

  1. Only a few fields are strictly required fields. However, customers are encouraged to provide as rich data as possible, since any additional fields and segmentation-codes will be accessible as search- and filtering-criteria in the subsequent analytics. Consequently, a richer data-set allows for a higher granularity-level over the course of the project.
  2. It may be beneficial to not expose all targets in a target list to all users. Users should normally only have access to the customers that are in their normal “Sales Territory”. Otherwise, the lists become too long, making them slower to query in, and slowing down performance of the application. Ideally, Agnitio would receive a separate file for each user, containing just the customers that the specific user should see
  3. Formalise the task of creating target-lists, so there is an internal procedure and an owner, whenever an update is needed, so it is always performed to the required standard, and with the required data
  4. Consider the update intervals. Most customers update their targetlists twice a year, or once per quarter, which is normally sufficient. However, depending on the market that the CLM-tool is being used in, this may need to be done differently. (Please refer to your contract regarding how many updates Agnitio will perform as part of normal maintenance)
  5. Be aware of which (if any) effects that a new target-list could have on the analytical data that you are planning to extract from the system. Eg: If a users targetlist is increased from 200 to 400 targets, some analytical measures or KPIs may need to be adjusted
  6. Consider adding “Dummy” targets into your targetlist. Common examples of dummy-targets are:
    1. One or more “Test”-targets, for use with training or when browsing through presentations. Any activity that is performed in the system is by default submitted to the Analytical software, and unless it is disregarded, it will affect the analytical data. So it is suggested to create a “Test-target”, who will be chosen as the participant on meetings in training and practice, so that meetings with this user can later be disregarded when performing analyses.
    2. One or more “Unknown” or “Nameless” targets, that can be selected as participants, if a specific person at a meeting does not exist in the current targetlist. Commonly, these are “Miscellaneous nurses” or “Intern” or “Unknown doctor”. This enables users to perform calls, even if a specific person is missing from the target-list, and still have correct data submitted to the analytical server, regarding numbers of calls, numbers of recipients, activity-levels, slide-use, etc. Occasionally, it makes sense to specify further into sub-groups, such as “Unknown Oncologist”, “Unknown Cardiologist” etc, if “Primary Specialty” is a measure that you wish to sort and group by in later analyses.

Contacts

Template

Click here to download a template for contact-loads

Formatting requirements

To ensure that data is correctly imported in Agnitios system, the data files provided to Agnitio needs to follow a few natural standards.

  • Pure text CSV without empty columns or rows and non related data
  • Column header must be present and have the exact same field names as the described below (Case Sensitive)
  • Semicolon to seperate the columns
  • Always and only, one row of data pr line
  • Only UTF-8 (to accommodate non standard/Latin characters)

Required Fields

  • Id
    • Description: Unique id either from customer internal system (e.g. CRM system) or automatically generated.
    • Example: 8D285276-220C-A6A3-63F1-54EDEDD36AEF
    • Type: String, 64 bytes.
  • First Name
    • Description: First name.
    • Example: Martina
    • Type: String, 127 bytes.
  • Last Name
    • Description: Last name.
    • Example: Fonseca
    • Type: String, 127 bytes.

NOTE: To support data-feeds where first name and last name are concatenated into one field, the file-format will also accept entries which have EITHER a last name and a blank first name, OR a first name and a blank last name. As long as one of the name-fields contains data, a post will conform to the requirements

Additional Fields

  • External Contact Id
    • Description: Unique id from external data provider.
    • Example: 2C12387A-7833-F19F-C9F4-54EDEDD3EC79
    • Type: String, 64 bytes.
  • Account Ids
    • Description: Comma-separated list of account (e.g. hospital) ids.
    • Example: FA2065D0-47F3-312A-6D21-54EDEDD326E5,E3C76B80-E28B-4BD9-A659-54EDEDD39DC7,0FDE011B-3D62-5EF6-153B-54EDEDD37773
    • Type: String, 1024 bytes.
  • Middle Name
    • Description: Middle name.
    • Example: Luigia
    • Type: String, 127 bytes.
  • Gender
    • Description: Gender.
    • Example: Female
    • Type: String, 127 bytes.
  • Formal Title
    • Description: Formal title.
    • Example: Dr.
    • Type: String, 127 bytes.
  • Job Title
    • Description: Job title.
    • Example:
    • Type: String, 127 bytes.
  • Specialty
    • Description: Specialty.
    • Example:
    • Type: String, 127 bytes.
  • Primary Specialty
    • Description: Primary specialty.
    • Example:
    • Type: String, 127 bytes.
  • Address
    • Description: The 1st line of postal address.
    • Example: Dampfaergevej 8, 4th floor
    • Type: String, 127 bytes.
  • Address 2
    • Description: The 2nd line of postal address.
    • Example: DK-2100 Copenhagen
    • Type: String, 127 bytes.
  • City
    • Description: City.
    • Example: Copenhagen
    • Type: String, 127 bytes.
  • Postal Code
    • Description: Postal code.
    • Example: 2100
    • Type: String, 127
  • Geography
    • Description: Geography, regional geopolitical unit (e.g. state).
    • Example:
    • Type: String, 127 bytes.
  • Brick
    • Description: Brick, pharma company specific geopolitical unit.
    • Example:
    • Type: String, 127 bytes.
  • Country
    • Description: Country.
    • Example: DK
    • Type: String, 5 bytes.
  • Main Phone
    • Description: Main phone number.
    • Example: +45 70 23 23 12
    • Type: String, 127 bytes.
  • Cell Phone
    • Description: Cell phone number.
    • Example: +45 70 23 23 12
    • Type: String, 127 bytes.
  • Email
    • Description: Email address
    • Example: contact@Agnitio.com
    • Type: String, 127 bytes.
  • Opt In
    • Description: Indication that the contact has agreed to receive emails.
    • Example: Yes
    • Type: set('Yes','No')
  • Contact Type
    • Description: Contact type (Specialist, General Practitioner, Pharmacist, Nurse, etc)
    • Example:
    • Type: String, 127 bytes.
  • Targeting Category Value
    • Description: Targeting category value.
    • Example: A
    • Type: String, 127 bytes.
  • Selling Stage Value
    • Description: Selling stage value.
    • Example: High
    • Type: String, 127 bytes.
  • Attitude
    • Description: Attitude.
    • Example: Early Adopter
    • Type: String, 127 bytes.
  • Accessibility
    • Description: Accessibility.
    • Example: Only pre-booked appointments
    • Type: String, 127 bytes.
  • Key Opinion Leader
    • Description: Whether the contact is considered as a key opinion leader.
    • Example: Yes
    • Type: set('Yes','No')
  • Speaker
    • Description: Whether the contact is a speaker.
    • Example: Yes
    • Type: set('Yes','No')
  • No See Physician
    • Description: A physician who is actively de-selected as a target for visits
    • Example: Yes
    • Type: set('Yes','No')
  • BTTC Day
    • Description: Best week day to call.
    • Example: Thursday
    • Type: set('Monday','Tuesday','Wednesday','Thursday','Friday','Saturday','Sunday')
  • BTTC Start Time
    • Description: Best time to call (Interval start-time)
    • Example: 16:00
    • Type: String, 5 bytes.
  • BTTC End Time
    • Description: Best time to call (Interval end-time)
    • Example: 17:00
    • Type: String, 5 bytes.
  • Call Frequency
    • Description: The desired call-frequency for the contact
    • Example: 4
    • Type: Integer.
  • E-Detailing
    • Description: Whether the contact is interested in being detailed electronically
  • Example: Yes
  • Type: set('Yes','No')

Example:

 Id;First Name;Last Name
 1;Tib;Catania
 2;John;Doktor
 3;Mikael;Jensen

Click here to download a template for contact-loads

Formatting

  • formalTitle + " " + firstName + " " + lastName (form title)
  • accounts (concatenation of account names via ", " - relevant account names could be found via accountIds property)
  • jobTitle
  • specialty
  • primarySpecialty
  • contactType
  • address (the whole address is a link to Google Maps)
  • address2
  • postalCode + " " + city
  • country
  • geography
  • brick
  • mainPhone (link to any voice call functionality if available)
  • cellPhone (link to any voice call functionality if available)
  • email (link to default mail client)
  • "Gender: " + gender
  • "Targeting category value: " + targetingCategoryValue
  • "Selling stage value: " + sellingStageValue
  • "Attitude: " + attitude
  • "Accessibility: " + accessibility
  • "Key Opinion Leader: " + kol
  • "Speaker: " + speaker
  • "No see physician: " + noSeePhysician
  • "Best time to call day: " + bttcDay
  • "Best time to call start time: " + bttcStartTime
  • "Best time to call end time: " + bttcEndTime
  • "Call frequency: " + callFrequency
  • "eDetailing: " + eDetailing
  • "Opt in:" + optIn
  • ) Skip null values.

See also

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