Step-by-Step: Verifying Data Integrity After a Keap Rollback for Contacts and Orders

A Keap rollback can be a necessary action to restore your CRM to a previous state, often after an unintended data corruption or accidental mass update. While rollbacks are a powerful safety net, the process isn’t always seamless, especially when dealing with critical information like contacts and orders. Proactively verifying data integrity post-rollback is not just good practice; it’s essential for maintaining business continuity, accurate reporting, and preventing downstream operational failures. This guide provides a systematic approach to ensure your contact and order data is precisely where it needs to be.

Step 1: Understand the Rollback Scope and Establish Your Baseline

Before diving into verification, it’s crucial to understand the exact parameters of the Keap rollback. Identify the specific date and time to which your Keap application was restored. This rollback point will serve as your primary baseline for comparison. Gather any pre-rollback data exports, screenshots, or external backups you might have had, as these will be invaluable for cross-referencing. Without a clear understanding of the target state, verifying the current state becomes significantly more challenging. Confirm with your Keap support team or internal administrator the scope of the rollback – did it affect all data types, or was it limited to specific modules? This clarity forms the foundation for effective data integrity checks.

Step 2: Export Current Keap Contact Data for Review

Your first practical step is to obtain a fresh, comprehensive export of your current Keap contact data. Navigate to your Keap CRM, select all contacts, and perform an export that includes every relevant field. This means email addresses, phone numbers, addresses, custom fields, tags, lead sources, and crucially, the contact owner and associated company information. The goal here is to capture the complete picture of your contact records as they exist immediately post-rollback. This exported file will serve as the primary dataset you’ll use to compare against your expected baseline. Ensure the export is thorough to avoid overlooking any potentially affected data points critical to your operations.

Step 3: Export Current Keap Order Data for Comprehensive Audit

Just as with contacts, a detailed export of your Keap order data is imperative. Access your Keap order section and generate a report that includes all essential order details. This should cover product names, quantities, individual item prices, total order value, order status, payment dates, associated invoices, and the specific contact linked to each order. It’s also wise to include any custom fields related to orders, such as shipping details or specific service notes. This comprehensive order export will allow you to systematically audit your financial transactions and ensure that every sale, subscription, or service purchase is accurately reflected post-rollback, preventing revenue leakage or customer service issues.

Step 4: Cross-Reference Contact Records with External Backups or Sources

With your fresh Keap contact export in hand, the next critical step is to cross-reference this data against your most reliable external backups or “source of truth” records. This could be a prior weekly Keap export, a separate database, or even a spreadsheet used for lead tracking. Focus on key identifiers like email addresses and names to match records. Pay close attention to recent changes that occurred *before* the rollback point but *after* your last backup. Look for missing contacts, altered tag assignments, incorrect custom field values, or changes in contact owner. Discrepancies here can indicate data loss or corruption that was not fully addressed by the rollback, requiring immediate investigation and potential re-import.

Step 5: Audit Order History and Financial Transactions

The integrity of your order data directly impacts revenue and customer satisfaction. Compare your post-rollback Keap order export with your financial accounting systems (e.g., QuickBooks, Xero) or pre-rollback order exports. Verify that all expected orders within the rollback timeframe are present and that their details – products, prices, payment statuses, and associated contacts – are correct. Look for duplicate orders, missing orders, or orders with incorrect amounts. A missing or altered order could lead to unfulfilled services, incorrect billing, or customer disputes. This reconciliation is vital to ensure financial accuracy and maintain trust with your customers regarding their purchases.

Step 6: Spot-Check Key Relationships and Automation Triggers

Beyond individual records, data integrity also extends to the relationships and automated processes that depend on that data. Select a sample of key contacts and orders and perform spot checks. For contacts, verify that they are correctly linked to companies, have the appropriate tags applied, and are enrolled in the expected campaigns or sequences. For orders, ensure that their status changes correctly trigger follow-up communications or internal tasks. If a rollback disrupted a tag application, for instance, it could break an automation designed to onboard a new client. Confirming these crucial links ensures your business processes continue to function without interruption, safeguarding your talent pipeline and client experience.

Step 7: Document Discrepancies and Plan Remediation

No verification process is complete without a clear plan for addressing issues. As you identify discrepancies in contacts or orders, meticulously document each one. Categorize them by severity: critical (e.g., missing high-value orders), high (e.g., incorrect contact information for active clients), medium (e.g., minor tag errors), or low (e.g., cosmetic issues). Prioritize remediation efforts based on business impact. Some issues might require manual correction within Keap, while others might necessitate a targeted data import or even communication with affected clients. A detailed log of issues and remediation steps is crucial for accountability and ensuring that data integrity is fully restored, preventing future operational headaches.

If you would like to read more, we recommend this article: Keap Rollback for HR & Recruiting: Safeguarding Your Talent Pipeline