A Step-by-Step Guide to Validating Restored Keap Contact Data

In the world of CRM, data is king. When critical contact data in Keap needs to be restored, whether due to an accidental deletion, system migration, or recovery from a backup, the job isn’t done until that data is thoroughly validated. Skipping this crucial step can lead to significant operational bottlenecks, lost opportunities, and incorrect marketing or sales outreach. At 4Spot Consulting, we understand the stakes involved. This guide provides a clear, actionable framework to ensure the integrity and accuracy of your restored Keap contact data, saving you time and preventing costly errors.

Step 1: Understand the Scope and Context of the Restoration

Before diving into individual records, it’s vital to grasp the bigger picture. What specific data was restored? Was it a full database backup, a segmented list of contacts, or individual records? What was the original source of the data, and what was the reason for the restoration? Understanding these foundational elements will inform your validation strategy. For instance, a full database restore requires a broader validation approach compared to rectifying a handful of mistakenly deleted contacts. Documenting the restoration event, including timestamps and the specific data sets involved, creates an audit trail that is invaluable for troubleshooting and future reference. This initial understanding sets the stage for a targeted and efficient validation process.

Step 2: Identify Key Data Points for Initial Validation

Not all data points hold equal weight. Prioritize the most critical fields for validation based on your business operations. For many Keap users, this includes unique identifiers like email addresses, phone numbers, and Keap Contact IDs. Essential demographic data such as names, company affiliations, and contact ownership should also be at the top of your list. Additionally, verify custom fields that are integral to segmentation, automation, or sales processes. Create a checklist of these key data points. This focused approach allows for a rapid assessment of core data integrity, quickly flagging any major discrepancies without getting bogged down in every minute detail. Once core data is validated, you can expand your focus if necessary.

Step 3: Access and Systematically Review Restored Data in Keap

Once you’ve identified your critical data points, it’s time to directly access the restored information within your Keap account. Utilize Keap’s advanced search and filtering capabilities to segment the newly restored contacts. Consider sorting by ‘Date Added’ (if the restoration process updates this field) or by tags specifically applied during the restoration. Review contact lists, individual contact records, and associated notes or custom fields. Look for anomalies such as missing required fields, truncated text, or incorrect data types. Pay close attention to the number of records expected versus the number actually present. A systematic, step-by-step review process helps ensure that no critical segment of data is overlooked during this crucial validation phase.

Step 4: Cross-Reference with Original Data Source (If Available)

The most robust validation method involves comparing the restored Keap data against its original source. If the data was restored from a pre-deletion export, a third-party backup system, or even another CRM, use that source as your benchmark. Perform sample checks, pulling specific contact records from both the restored Keap environment and the original source, then meticulously compare each field. For larger datasets, consider exporting a sample of restored data from Keap and using spreadsheet functions (like VLOOKUP or conditional formatting) to highlight discrepancies against the original file. This direct comparison is the gold standard for verifying accuracy, catching subtle errors that might otherwise go unnoticed and ensuring true data fidelity.

Step 5: Utilize Keap’s Reporting and Search Capabilities for Integrity Checks

Keap offers powerful built-in tools that can significantly aid your validation efforts. Leverage the “Contact Search” feature to look for duplicates, incomplete records, or contacts with missing essential information (e.g., all contacts with no email address). Create saved searches for critical segments of your restored data and compare the counts against your expectations. Custom reports can also be invaluable for identifying trends or outliers, such as a sudden influx of contacts from an unexpected source, or a drastic change in the demographic breakdown of your restored list. Proactively using these features allows you to identify systemic issues rather than just individual record errors, streamlining the validation process for large datasets.

Step 6: Perform Targeted Sample Record Audits and Test Automations

Beyond broad system checks, conduct focused audits on a selection of individual records. Choose a diverse sample of restored contacts, including those with varying levels of activity, tags, and custom field data. For each sample record, verify all associated information: tags, notes, tasks, appointments, and any linked opportunities or orders. Furthermore, if your Keap automations rely on specific data points within the restored records, activate a test automation (e.g., a simple email sequence or task creation) using a few validated contacts to ensure that the data correctly triggers workflows as intended. This end-to-end testing confirms not only data integrity but also its functional accuracy within your Keap ecosystem.

Step 7: Document Discrepancies and Plan Remediation

As you validate, meticulously document any discrepancies or errors you uncover. Categorize these issues by severity (critical, major, minor) and type (missing data, incorrect data, duplicates). Create a clear remediation plan for each category, outlining the steps required to correct the data. Some issues might be fixable directly within Keap through bulk edits or manual adjustments, while others might require re-importing specific data segments or contacting Keap support. This structured approach to problem-solving ensures that all identified issues are addressed systematically and efficiently, leading to a fully validated and reliable Keap database post-restoration. A clean, accurate CRM is the foundation of effective business operations.

If you would like to read more, we recommend this article: Mastering Keap CRM Data Recovery: Avoid Mistakes & Ensure Business Continuity