Hoover's Optimizer User Guide

Transcription

1 Hoover's Optimizer User Guide Version 25:2015

2 Dun & Bradstreet, Incorporated. All rights reserved. Hoover's is a trademark of Dun and Bradstreet, Incorporated. Other trademarks used herein are the trademarks of their respective owners. This document is a work of authorship that belongs to Dun and Bradstreet, Incorporated and is protected by United States and foreign copyright laws and international copyright treaties. The use of the software and this Documentation is governed by the Dun and Bradstreet Incorporated software license agreement.

3 Table of Contents About this Guide Audience and Purpose Conventions Navigating in the PDF Related Documentation vii vii vii vii viii Chapter 1: Introduction 1-1 Product Benefits 1-1 Guide Objectives 1-1 Chapter 2: Getting Started 2-1 Accessing Hoover's Optimizer 2-1 Overview of Preparing, Submitting, and Using Your Data 2-2 Preparing Your File 2-2 Submitting Your File 2-3 Using Your Data 2-4 Chapter 3: Preparing Your File 3-1 Creating Your File 3-1 Accepted File Formats 3-1 Avoiding Errors by Properly Preparing Your File 3-2 Understanding Optimizer Fields 3-2 Dun & Bradstreet

4 Viewing Your Fields 3-5 File Format Limitations 3-5 Chapter 4: Submitting Your File 4-1 Uploading Your File 4-1 Review and Submit Your Uploaded File 4-4 Receiving Notification When Your File is Ready 4-6 Receiving Notification by 4-6 File & Report Availability 4-6 Tracking the Status of Your File 4-6 Chapter 5: Using Your Data 5-1 Retrieving Your File 5-1 Downloading Reports 5-3 Reports Overview 5-3 Match Dashboard 5-4 Marketability 5-5 Location 5-6 Employee Count 5-7 Revenue 5-8 Industry 5-8 Chapter 6: Integrating with Other Hoover's Products 6-1 Using Build A List with Downloads 6-1 Obtaining Additional Contacts and Segmentation Data 6-1 Using Build A List Pro 6-5 Exclude Specific Companies from Downloads Dun & Bradstreet 2015

5 Using Bulk Tagging 6-8 Appendix A: Defining Data A-1 Data Definitions and Formatting Requirements A-1 Data Fields That You Can Append to Your File, US and Global Tiers A-2 Data Fields That You Can Append to Your File, Global Tier Only A-10 Dun & Bradstreet

6 6 Dun & Bradstreet 2015

7 About this Guide Audience and Purpose This guide explains how to use the Optimizer tool to cleanse and enrich your customer and prospect data files. We assume that you are familiar with using Microsoft Excel, using your optimized file to clean data in your source system, purchasing additional credits, and the value of D-U-N-S (DUNS) numbers. If you are interested in more training and education about using our products, learning opportunities including training courses and weekly webinars are available. Contact your D&B sales representative for more information. Conventions Note: Notes mean reader take note and provide helpful suggestions. (!) Important Note: Important Notes mean reader be careful. In this situation, you might do something that could result in loss of data. In sections that include instructions for using the Hoover's Optimizer and Hoover's website graphical user interface (GUI): l Text in bold indicates the name of a window, tab, field, area, or button that you click or interact with. l Text in monospace indicates a directory path or a command that you need to type in the command-line interface. Navigating in the PDF To download the free, latest version of Adobe Reader, go to this web site: Dun & Bradstreet

8 1. To return to the page you were on after you click a cross reference link, press Alt + Left Arrow. 2. To navigate in the PDF file or change the Adobe Reader settings, on the Adobe Reader menu, select View - > Page Navigation, Page Display, and Zoom. Related Documentation For more information about Build A List and Bulk Tagging, see the Support Center page on Hoover's website. 8 Dun & Bradstreet 2015

9 Chapter 1: Introduction Product Benefits 1-1 Guide Objectives 1-1 Product Benefits Hoover s Optimizer enables you to maximize revenue data from your sales and marketing activities with higherquality data and improved targeting: l Increase sales productivity by filling in missing account information and eliminating wasted calls to duplicate and out-of-business leads. l Improve campaign targeting and messaging with key segmentation data such as Industry SIC Code, Employee Count, and Year of Founding. l Visualize your opportunities with interactive charts of your customers by geography, employee count, revenue, and industry. Guide Objectives The Hoover s Optimizer User Guide provides instructions for the Optimizer functions that you can use to enhance your working experience. Dun & Bradstreet

10 1-2 Dun & Bradstreet 2013

11 Chapter 2: Getting Started Accessing Hoover's Optimizer 2-1 Overview of Preparing, Submitting, and Using Your Data 2-2 Preparing Your File 2-2 Submitting Your File 2-3 Using Your Data 2-4 Accessing Hoover's Optimizer 1. Log in to Hoover s using your user name and password. 2. In the Hoover's window, click Optimizer. 3. On the Optimizer page, click Start. Dun & Bradstreet

12 Overview of Preparing, Submitting, and Using Your Data The following table is an overview of the steps required to process your file and access your optimized data. For more detailed information about preparing, submitting, and using your data: l see "Preparing Your File" on page 3-1 l see "Submitting Your File" on page 4-1 l see "Using Your Data" on page 5-1 Preparing Your File Steps 1. Gather data from your source systems. Tips You must include these required fields: Company Name, State, and Country. State is only required if country is US, USA, or United States. In addition, the more data you provide in the other columns, the better your match quality will be Dun & Bradstreet 2015

13 2. (Optional) Populate the custom fields. We recommend that you populate the first column (Cust_Key) with your source system ID for linking purposes. This data could be your internally used, company-specific number. You can also use the extra custom field columns (Custom Field 1, 2, and so on.) to enter product names, sales representatives, territories, or other information specific to a company for data analysis purposes. The data you include in your custom fields is not optimized but is carried from your original file to your optimized file for quick analysis in a spreadsheet. The Cust_Key field can provide a path back to your source system for upload purposes. 3. Review your file. Verify that you have included the required fields and not exceeded the maximum length. Otherwise, you will receive validation errors during the upload process. 4. Save your file as.csv,.xls, or.xlsx. The first row is considered a header row and is not optimized. Submitting Your File Steps 1. In the My Requests window, click Add a File. Tips In your My Files window, click Add a File to begin the process of adding your prepared spreadsheet file. 2. Upload your prepared file. You must also type a description of your file in the Description field during this step. 3. Map your data to the proper column header. Optimizer attempts to map fields and present the first couple of lines in your file for you to review. For columns that are either incorrectly mapped or not mapped at all, use the down arrow to match the header's description to the data in the column. Be sure you scroll over and map any custom fields you have in your file. Note: If you receive an error message, you should cancel and fix the data in the specified rows. Save the file and start the upload file process again. 4. Click Next. 5. Validate your order and click Submit. Your pending order is displayed in My Requests. Dun & Bradstreet

14 Using Your Data Steps Tips 1. Wait for . After 24 to 48 hours, you will receive an that your file is ready to download. The amount of time it takes to process your file depends on your file s size and the number of other customers files being processed at that time. 2. Download your optimized file. Your file is stored in My Requests and is available for download for 60 days, after which time it expires. 3. View your reports. Your reports are visible within your active Optimizer subscription for 365 days or until the end of your subscription. 4. Use your cleansed and enriched data. Once you have a DUNS number for your records, you can: l Locate additional contacts to cross sell and up sell to. l Use family tree to find selling opportunities. l Get 60+ additional data points to append to your data through downloads. l Tag your records in bulk. For example, you can tag your records in bulk as Customer, Prospects, Southwest (SW) Territory, and so on Dun & Bradstreet 2015

15 Chapter 3: Preparing Your File Creating Your File 3-1 Accepted File Formats 3-1 Avoiding Errors by Properly Preparing Your File 3-2 Understanding Optimizer Fields 3-2 Viewing Your Fields 3-5 File Format Limitations 3-5 Note: To process your file effectively, you must follow certain guidelines when preparing your file. If your data is not prepared according to the guidelines, the system may attempt to match and append your data anyway. This means that you would be charged credits for each company you submit and would get a poor match rate on those companies. Creating Your File Before you can use Hoover s Optimizer, you must first create a spreadsheet file that contains a list of company data from your organization s CRM, marketing database, or accounting system. Be sure to prepare your file according to Optimizer s technical specifications. This chapter describes these specifications, including character length restrictions. Accepted File Formats The current version of Hoover s Optimizer accepts only files submitted in the comma-separated values (.csv) or Excel (.xls,.xlsx) formats. Dun & Bradstreet

16 Avoiding Errors by Properly Preparing Your File To avoid errors during the file upload process, you must first properly prepare your file. You can avoid errors, save time, and maximize the features of Hoover s Optimizer by adhering to the processes and guidelines listed below. Be certain that you: l Include the required data types in your file: Company Name, Primary State, and Primary Country. (State is only required if country is US, USA, or United States.) l Do not exceed the maximum character length of a given data field. For more information, see "Understanding Optimizer Fields" on page 3-2. l Submit your file in the.csv,.xls, or.xlsx formats. l Verify that your file s fields only contain the necessary data and no additional data. For example, the Primary Address field should only contain a street address and exclude other data like city, state, and zip. The company name field should include only the company name and exclude other details such as department names or contact information. Note: For more information, see "File Format Limitations" on page 3-5. Understanding Optimizer Fields The following table lists and describes the fields that display from left to right in your Optimizer file. Unless otherwise indicated, these fields display in both the US and Global tiers. 3-2 Dun & Bradstreet 2015

17 Field Name Description Maximum Character Length Cust_Key The Cust_Key, or Custom Key, can contain data unique to your data file and that you may want to attach to the output data file. We recommend that you include your source system ID in the Custom Key field. 30 Required or recommended field? The match and append process does not use these values in any way but instead maintains the information for the optimized output file. Note: You can use the unique identifying code you enter here to upload your optimized data to your CRM or to append to your original source. For example, if you enter a CRM account ID in one of the custom columns, you can tie the source system to the record or data in your optimized file. You can later update or append your account record with the corrected address, additional contacts, and other data provided by Optimizer. Dun & Bradstreet

18 Custom Field 1 Custom Fields can contain data unique to your data file that you may want to attach to the output data file. You can include additional customer or company information such as a product name, sales representative name, or territory. The match and append process does not use these values in any way but instead maintains the information for the optimized output file. 30 Note: You can use the unique identifying code you enter here to upload your optimized data to your CRM or to append to your original source. For example, if you enter a CRM account ID in one of the custom columns, you can tie the source system to the record or data in your optimized file. You can later update or append your account record with the corrected address, additional contacts, and other data provided by Optimizer. Custom Field 2 Global Tier Only 30 Custom Field 3 Global Tier Only 30 Custom Field 4 Global Tier Only 30 Company Name The name of the company to match and append. This is a required field, therefore you must have a company name for each record. Primary Addr1 First line of the street address. 55 PO Box Second line of the street address, if applicable. 55 Primary City City in which the company is located. 30 Primary State Primary Zip The state in which the company is located. This is a required field if the country is US, USA, or United States, therefore you must have a state listed for each company in the US. The state may be the standard 2-character abbreviation or spelled out. The company s zip code. We recommend that you include zip codes, if possible. 60 Required 100 Required if the company is located in the US. 18 Recommended 3-4 Dun & Bradstreet 2015

19 Primary Country Primary Phone The country in which the company is located. You can use only US companies for the US Tier. This is a required field, therefore you must have US, USA, or United States entered in this field. Phone number associated with the company. We recommend that you include phone numbers, if possible. 30 Required 20 Recommended Viewing Your Fields After you properly format your file, it might look something like this: US Tier Global Tier File Format Limitations Your input file must have: l One header row. You must have a header row. You can have only one header row in your file. l Only one company listed per row. l Data in each row must include each of the required fields: Company Name, State (US companies only), and Country. l A maximum of 50,000 rows, including header. Note: If the records in your file exceed the available Optimizer credits, Optimizer will not process the file. To complete this action, you need to purchase additional Optimizer Records. Contact your Account Manager to obtain additional records. Dun & Bradstreet

20 3-6 Dun & Bradstreet 2015

21 Chapter 4: Submitting Your File To start the optimization process, you must first upload your properly formatted file to the system. Uploading Your File 4-1 Review and Submit Your Uploaded File 4-4 Receiving Notification When Your File is Ready 4-6 Receiving Notification by 4-6 File & Report Availability 4-6 Tracking the Status of Your File 4-6 Note: To properly format your file, see "Creating Your File" on page 3-1. Uploading Your File 1. In the Hoover's window, click Optimizer. 2. On the Optimizer page, click Start. Dun & Bradstreet

22 1. In the My Requests area, click Upload File. 2. In the Step 1 of 3 area, File Description field, type a description for your file. Add a description that is a maximum of 50 characters. 8-2 Dun & Bradstreet 2015

23 3. In the Select a file to optimize field, to navigate to the directory where your file is saved, click Browse or Choose File. The wording depends on the browser type used (for example, Google Chrome, Internet Explorer, etc.) After your file has uploaded successfully, a message displays. The file path displays in the File Description field. 4. Click Continue. Dun & Bradstreet

24 Note: If the upload process encounters errors, your file will fail to upload successfully. Errors display at the top of the window as either a link highlighted in red or a list. Click the link or scroll through the list to view the errors. Open your original Excel spreadsheet file, correct the errors, and start over ( see this step on page 4-2). Review and Submit Your Uploaded File 1. In the Hoover's window, Step 2 of 3 area, review the first few lines of data that displays to verify that the columns correspond to the appropriate data in your file. 2. Use the down arrow to correct the mapping or map any unmapped columns that have data in your source file. Make sure you scroll across to the custom fields and map as needed. 3. Click Continue. 4-4 Dun & Bradstreet 2015

25 Before submitting your file, a summary of your file displays in the Review/Submit File window. 4. Click Submit to start processing your file for optimization. To wait and process your file later, click Save Draft. Dun & Bradstreet

26 After submitting your file, your file s status displays in the My Requests area as In Progress. It can take up to 48 hours for your file to be optimized. You will receive an notification when processing is complete. If you opted to save your file as a draft, the status displays as Draft. l To submit your draft for processing, in the My Requests area, click the Review & Submit icon. -- or-- l To delete that draft, click the Delete Draft icon. Receiving Notification When Your File is Ready Receiving Notification by You will receive an when: 1. Processing is complete and your file has been optimized. 2. Records have been refunded due to a processing issue. File & Report Availability Optimizer file drafts, Optimized output files, and Charts are available until your subscription period ends, which is 365 days for standard subscriptions. After a draft expires, you must resubmit your data. Once output records expire, you must re-purchase them. Therefore, we recommend downloading the optimized output within the access period. Tracking the Status of Your File The following information is shown in your My Requests list: My Requests Upload Date Description Additional Information Auto-populated date (MM/DD/YYYY) when you originally uploaded your file into Optimizer or saved as a draft. The file description you provided when your file was uploaded. 4-6 Dun & Bradstreet 2015

27 File Name Status Expiration Date Actions The original name of the.csv or Excel input file. l Draft Processing was delayed by user. l Completed Data has been processed: Cleansed, matched, and enhanced. l In Progress Data is currently being cleansed, matched, and enhanced. l Refunded Incomplete or unsuccessful data processing resulted in a refund of your Optimizer credits. l Failed Incomplete or unsuccessful data processing. Optimizer was unable to return credits to your account. Please contact your account manager. The date (MM/DD/YYYY) when the optimized data output file expires and is no longer available for download. Reports are available for the length of your subscription. Submit your file When you submit your file for processing, you have the following two options after file processing is complete: l Download -- Download your optimized.csv or Excel file. l Reports -- View and save report graphs. Save as a Draft If you saved your file as a draft and have not yet submitted it for processing, you have the following options: l Submit file -- (Submit your file for optimizing.) l Delete -- (Delete your file from the system. It will not be optimized.) Dun & Bradstreet

28 4-8 Dun & Bradstreet 2015

29 Chapter 5: Using Your Data Retrieving Your File 5-1 Downloading Reports 5-3 Reports Overview 5-3 Match Dashboard 5-4 Marketability 5-5 Location 5-6 Employee Count 5-7 Revenue 5-8 Industry 5-8 Retrieving Your File 1. In the Hoover's window, click Optimizer. Dun & Bradstreet

30 2. On the Optimizer page, click Start. In the My Requests area, a list of your files displays. 3. In the My Requests area, Actions column, click one of three icons to retrieve your optimized file. l Click the Download icon to retrieve your output file in the.csv format. 5-2 Dun & Bradstreet 2015

31 l Click the Excel icon to download your file in the.xls or xlsx formats. l Click the Reports icon to view graphical charts that show the breakdown of companies in your file by location, employees, sales, and industry or to view a summary of the matching statistics for your file in your report. 4. (Optional) In the My Requests area, Upload File column, click the file name to see the original file you uploaded. Downloading Reports For all but the Location report, you can download the chart as a.pdf,.png, or.jpg file. To download you can either: Right-click on the image and, from the menu, select your output type. -- or -- From the icons that display at the bottom of the chart, click your preferred output format. Reports Overview Reports are graphical representations of your optimized file. They include data on the match statistics of your file, as well as breakdowns of your data by location, employee count, revenue, industry, and marketability. Dun & Bradstreet

32 Match Dashboard The Match Dashboard shows a graphical chart of two key matching statistics of your input file: Match Confidence Code and Match Rate. The Match Confidence Code graph illustrates the number of submitted companies matched based on their confidence code. The Match Confidence Code indicates the level of confidence for how close your record matched the correct D&B record. A Match Confidence Code of 0 indicates the lowest level of confidence and a Match Confidence Code of 10 indicates the highest level of confidence 8 to 10 High Match The input data had Match Confidence Codes of 8 to 10 6 to 7 Medium Match The input data had Match Confidence Codes of 6 to 7 4 to 5 Low Match The input data had Match Confidence Codes of 4 to Dun & Bradstreet 2015

33 The Match Rate graph shows the number of duplicates found in your file. Single Match Multiple Match The combination of data you input for that company matched only one record in the D&B database. Multiple records were found in your files that match to the same company (based on DUNS number) in the D&B database. This often happens because you have duplicates in your input file. Marketability The Marketability report labels companies by their BEMFAB Marketability score, which indicates how well the input matched D&B information. A = Nixie (Undeliverable Name & Address combination.) D = Delist (This business has requested that they not be marketed to.) M = Marketable Record (This is a complete record.) N = No Match O = Possibly Out of Business S = SIC 9999, Undetermined Line of Business X = Other (A record may have insufficient information or is in need of revision.) Dun & Bradstreet

34 Location The Location report shows the distribution of the companies in your optimized output file by US state. The darker the color on the map, the more companies there are in that state. Global Tier shows a world map. 5-6 Dun & Bradstreet 2015

35 Employee Count The Employee Count report illustrates the number of employees at each company site in your file. If a particular company has multiple sites, the number of employees is given for an individual site rather than the total number of employees at the entire company. Dun & Bradstreet

36 Revenue The Revenue report shows company revenue in US dollars. If revenue was collected in a local currency, the data is converted to US dollars based on the date of that record's financial statement. Industry The Industry report illustrates the distribution of companies across the 2-digit primary US SIC codes of the companies in your optimized file (see Dun & Bradstreet 2015

37 Dun & Bradstreet

38 5-10 Dun & Bradstreet 2015

39 Chapter 6: Integrating with Other Hoover's Products After Optimizer has processed your data, you can maximize your Hoover s subscription by using the appended information with Hoover s Build A List, Build A List Pro, and Bulk Tagging. Using Build A List with Downloads 6-1 Obtaining Additional Contacts and Segmentation Data 6-1 Using Build A List Pro 6-5 Exclude Specific Companies from Downloads 6-5 Using Bulk Tagging 6-8 Using Build A List with Downloads If you have Build A List (BAL) with downloads, you can upload a list of up to 5,000 DUNS numbers at a time and have access to data that you can use to segment your list, find qualified prospects, and refresh your data. l Find similar customers using appended SIC Code, Revenue, and Employee number data as search parameters. l Use DUNS numbers to download your customers family trees, which can help you identify additional companies and contacts to market and sell to. l Obtain financial trend data to prioritize prospects or identify potential risk within your customer base. l Refresh the data in your optimized file. After you upload your DUNS numbers through BAL, make sure you save your search so you can refresh the data on your optimized records throughout your subscription. Obtaining Additional Contacts and Segmentation Data 1. Using your optimized file, create a new file that contains only DUNS numbers. Dun & Bradstreet

40 a. Open your optimized file. b. Copy and paste the DUNS numbers column into a new file. Verify that all DUNS numbers in the file consist of nine digits. Important: If the new DUNS file does not include nine digits for each DUNS number, see the following notes. c. Remove the header row of the new file. d. Save as a.csv or Excel file. Note: When you load a DUNS file to Build A List or Bulk Tagging, make sure to remove the header row. Verify that each line of the DUNS numbers column has nine digits. See the following steps for how to address problems with the leading zero. If you open or paste a list of DUNS numbers from your.csv file using Excel, Excel will strip off leading zeros in the nine-digit DUNS number. To get the leading zeros back and restore the number to nine digits, you can: l Highlight the column containing the DUNS numbers in your Excel file. l Right-click and select Format Cells. l Select Custom and type 9 zeros ( ) in the Type field. l Click Okay. You will then be ready to load the DUNS numbers list into Hoover s Build A List or your CRM. 2. In the Hoover's window, click Build A List. 3. Click the plus icon to expand the Company Information list. 6-2 Dun & Bradstreet 2015

41 Note: If you subscribe to Build A List Pro, in the Company Information list, you can choose whether you want to include or exclude the companies represented by DUNS numbers in your results. You must make your selection before you upload your file. If you do not subscribe to BAL Pro, this option does not display. 4. In the Upload a list of D-U-N-S area, to locate and select the DUNS numbers.csv or Excel file you created, click Browse. Dun & Bradstreet

42 5. Click your file to select it, then click Open. 6. (Optional) In the Optimizer Records -- Do Not Use for Prospecting window, select the check box to code unmarketable companies in your file. Note: Unmarketable indicators, including Out of Business (OOB) or Do Not Solicit, are provided only in your optimized file. 7. Click Upload Your File. 6-4 Dun & Bradstreet 2015

43 In the D-U-N-S List Added area, your successfully uploaded file displays. 8. At bottom of the Build A List window, to display the Build A List D-U-N-S list, click View Results. Using Build A List Pro Exclude Specific Companies from Downloads If you have the BAL Pro add-on you can exclude your customers from your prospect lists. 1. Using your optimized file, create a new file that contains only DUNS numbers: a. Open your optimized file. b. Copy and paste the DUNS numbers column into a new file. Verify that all DUNS numbers in the file consist of nine digits. Important: If the new DUNS file does not include nine digits for each DUNS number, see the following notes. c. Remove the header row of the new file. d. Save as a.csv or Excel file. Note: When you load a DUNS file to Build A List or Bulk Tagging, make sure to remove the header row. Verify that each line of the DUNS numbers column has nine digits. See the following steps for how to address problems with the leading zero. Dun & Bradstreet

44 If you open or paste a list of DUNS numbers from your.csv file using Excel, Excel will strip off leading zeros in the nine-digit DUNS number. To get the leading zeros back and restore the number to nine digits, you can: l Highlight the column containing the DUNS numbers in your Excel file. l Right-click and select Format Cells. l Select Custom and type 9 zeros ( ) in the Type field. l Click Okay. You will then be ready to load the DUNS numbers list into Hoover s Build A List or your CRM. 2. In the Hoover's window, click Build A List. 3. Click the plus icon to expand the Company Information list. Note: If you subscribe to Build A List Pro, in the Company Information list, you can choose whether you want to include or exclude the companies represented by DUNS numbers in your results. You must make your selection before you upload your file. If you do not subscribe to BAL Pro, this option does not display. 6-6 Dun & Bradstreet 2015

45 4. In the Upload a list of D-U-N-S numbers area, locate and select the DUNS numbers in the file that you created. 5. Click your file to select it, then click Open. 6. (Optional) In the Optimizer Records -- Do Not Use for Prospecting window, select the check box to code unmarketable companies in your file. Note: Unmarketable indicators, including Out of Business (OOB) or Do Not Solicit, are provided only in your optimized file. Dun & Bradstreet

46 7. Click Upload Your File. In the D-U-N-S List Added area, your successfully uploaded file displays. 8. At the bottom of the Build A List Pro window, to display the Build A List list, click View Results. Using Bulk Tagging 1. Using your optimized file, create a new file that contains only DUNS numbers. 6-8 Dun & Bradstreet 2015

47 a. Open your optimized file. b. Copy and paste the DUNS numbers column into a new file. Verify that all DUNS numbers in the file consist of nine digits. Important: If the new DUNS file does not include nine digits for each DUNS number, see the following notes. c. Remove the header row of the new file. d. Save as a.csv or Excel file. Note: When you load a DUNS file to Build A List or Bulk Tagging, make sure to remove the header row. Verify that each line of the DUNS numbers column has nine digits. See the following steps for how to address problems with the leading zero. If you open or paste a list of DUNS numbers from your.csv file using Excel, Excel will strip off leading zeros in the nine-digit DUNS number. To get the leading zeros back and restore the number to nine digits, you can: l Highlight the column containing the DUNS numbers in your Excel file. l Right-click and select Format Cells. l Select Custom and type 9 zeros ( ) in the Type field. l Click Okay. You will then be ready to load the DUNS numbers list into Hoover s Build A List or your CRM. 2. From the Hoover's Home Page, click Global Files. Dun & Bradstreet

48 3. In the Manage My Files window, select the My Tagged Files tab Dun & Bradstreet 2015

49

50 4. In the My Tagged Files window, click Add a File. 5. In the Add a File window, to search for and open your.csv or Excel file, click Browse. 6. To add at least one tag to your file, click Add. From the list that displays, for each tag that you want to add, click Add. You can also type your own tag in the field Dun & Bradstreet 2015

51 7. To add more than one tag, continue to click Add after you either select another tag from the list or type in one of your own. Dun & Bradstreet

52 8. After you have added all the tags you want to include in your file, click Upload File. 9. Your file displays in the My Tagged Files tab Dun & Bradstreet 2015

53 Appendix A: Defining Data The Appendix is reserved for reference information or one-time-only procedures. Data Definitions and Formatting Requirements A-1 Data Fields That You Can Append to Your File, US and Global Tiers A-2 Data Fields That You Can Append to Your File, Global Tier Only A-10 Data Definitions and Formatting Requirements Each field has certain limits on the number of characters and types of information the system will accept. The following list provides definitions and data formatting requirements for each column in your.csv or Excel file. Note: Be sure to remove carriage returns, tabs, special characters, and extra lines in the data that is exported from your CRM and data systems to your file. For your file to process correctly, you must remove these types formatting elements. Field Description Maximum Field Length Cust_Key Custom Field 1 - Custom Field 4 Company_Name Unique custom identifier or flag created by your organization with internal significance, such as a customer ID number. You can use a customer ID in this field to merge the optimized output file with other data from your company. An additional custom identifier or flag created by your organization that you want to attach to a company record in your optimized output file, such as the source of data, Account Representative, and so on. This is a required field, so each record in your file must have a company name. This can be the primary business name, registered company name, or doing business as (DBA) name Dun & Bradstreet 2015 A- 13

54 Primary_Addr1 PO_Box Primary_City Primary_State Primary_Zip Primary_Country Primary_Phone The first line of a street address where a business is physically located or has its mail delivered. The second line of a street address that contains more specific information, including post office box, building, or suite numbers. The city name where the business is either physically located or has its mail delivered. This is a required field for US company information, so each record in your US Tier file must have a state. Enter the state name or the two-letter state abbreviation based on USPS code. (See The postal code where the business is either physically located or has its mail delivered. Generally a 5-digit number, however, a 9-digit zip code can also be specified. This is a required field, so each record in your file must have a primary country name. This is the name of the country where the business is either physically located or has its mail delivered. For US companies, this value should be entered as US, USA, or United States. In the US Tier, only US companies can be optimized. This is the primary business phone number, generally a 10-digit number that includes an area code and 7-digit number Note: If you receive an error message that your column lengths are over the maximum limit, you can use the Text to Columns feature found in the Data menu in Excel. Select the Fixed Width option to set proper length. Remember to put the newly formatted data in new columns so you do not overwrite data in your existing data. You would then copy your correctly formatted column over your column that is too long. Data Fields That You Can Append to Your File, US and Global Tiers In addition to cleansing your records and filling in your file s additional non-customer data fields, the optimization process also enhances your records by appending D&B data. Data that you can add to your US and Global Tier file are described in the following table. To view fields appended only to Global Tier files,see "Data Fields That You Can Append to Your File, Global Tier Only" on page A-10 Field Description Values Match Code Indicates whether or not the record you submitted was matched with a D&B record. l A = Match l C = No match A-2 Dun & Bradstreet 2015

55 BEMFAB Marketability Indicator describing how well the input matched D&B information. l A = Nixie, Undeliverable Name & Address combination l D = Delist, this business has requested that they not be marketed to l M = Marketable Record l N = No Match l O = Possibly Out of Business l S = SIC 9999, Undetermined Line of Business l X = Other. A record may have insufficient information or is in need of revision Dun & Bradstreet 2015 A-3

56 Match Grade An 11-letter code that denotes the similarity between your record and D&B information. The letter indicates the level of matching data within each company record and corresponds with the following data points in this order: 1. Business Name 2. Street number 3. Street Name 4. City Name 5. State Name 6. Mailing Address 7. Phone Number 8. Zip 9. Density 10. Uniqueness 11. SIC The Match Grade is used to calculate the Confidence Code. Example of Match Grade: BAAAAZZAZZZ l A = Same. Example: ABC WIDGET MFG vs. ABC Widget Manufacturing l B = Similar. Example: ABC Widget MFG vs. ABC MFG l F = Different. Example:ABC Widget MFG vs. XYZ MFG l Z = Null. Example: One or Both records are Blank This means that: l The business name in the input file is similar to the D&B record (B). l The street number, street name, city name, and state were the same (AAAA). l Mailing address and phone were null (ZZ) but zip is the same (A). l Density, Uniqueness, and SIC A-4 Dun & Bradstreet 2015

57 Confidence Code D-U-N-S (DUNS) Number Business Name Tradestyle Name (dba) Street Address Street Address 2 City Name State Province Abbreviation Postal Code Country Name State Province Name were null (ZZZ). Indicates the level of confidence for how close your record matched the correct D&B record. In general, the 6 to 10 range is desired depending on an organization's needs. For example, financially dependent goals need lower risk and require a higher code. The unique 9-digit Data Universal Numbering System (DUNS) number matched with this input entry. Name of an organization according to D&B records. This may or may not be the same value in your Company Name field. Doing Business As (dba) name or Also Known As (aka) name of an organization, as listed in D&B records. The first street address line where a business is physically located. The second street address line where a business is physically located. The city name where the business is physically located. State Abbreviation. Two alphabetic characters representing the state abbreviation based on USPS code. The postal code where the business has its mail delivered. Generally a 5-digit number, however, the zip code can be as specific as a 9-digit code. The name of the country where the business is either physically located or has its mail delivered. The full name of the state. l 0 = The lowest level of confidence l 10 = The highest level of confidence See Dun & Bradstreet 2015 A-5

58 County Name Mailing Address Mailing Address 2 Mailing City Name Mailing State Province Abbreviation Mailing Postal Code Carrier Route Code Telephone Number Chief Executive Officer Name Chief Executive Officer First Name Chief Executive Officer Middle Initial Chief Executive Officer Last Name Chief Executive Officer Suffix Chief Executive Officer Prefix Chief Executive Officer Title The name of the county where the business is located. The first street address line where a business primarily receives mail. The second street address line where a business primarily receives mail. The name of the city where a business primarily receives mail. Two alphabetic characters representing the state abbreviation where a business primarily receives mail based on USPS code. The postal code where the business has its mail delivered. Generally a 5-digit number, however, the zip code can be as specific as a 9-digit code. The unique USPS 9-digit alphanumeric carrier route ID. This code is useful for mailing at automation rates. The business phone number, generally a 10-digit number that includes the area code and 7-digit number. The company Chief Executive Officer s (CEO) first and last name. The company CEO's first name. The company CEO's middle initial. The company CEO's last name. The company CEO's name suffix, including Jr., Sr., JD, or PhD. The company CEO's name prefix, including Dr., Mr., or Ms. The company CEO's formal title name. See A-6 Dun & Bradstreet 2015

59 Sales Volume US Dollars Employees Here Year Started Major Industry Category The total annual sales/revenue for this business expressed in US dollars as a signed decimal field. If the sales/revenue figure is collected in local currency, the local value is converted to US dollars. Data is converted to US dollars based on the date of the financial figures/statement of the record. The total number of employees at that business location. The year when current ownership or management assumed control of the business or the year established if no change has taken place. This data is not provided for branch locations. This code value indicates to which major industry category an establishment belongs. It is the first digit of the SIC code. To look up SIC codes, go to: l 0 = Misc./public administration l 1 = Agriculture l 2 = Mining l 3 = Construction l 4 = Manufacturing l 5 = Transportation/ communications/ utilities l 6 = Wholesale trade l 7 = Retail trade l 8 = Financial services/insurance/real estate l 9 = Services Dun & Bradstreet 2015 A-7

60 SIC Standard Industrial Classification (SIC) code system. The US 1987 Standard Industrial Classification (SIC) code system categorizes business establishments based on the type of activity done by that business at that location. l A business can have up to six SIC codes and each SIC can have four extensions. l The first listed SIC code represents the primary operations of the business. l After the first SIC codes, codes are assigned in descending order according to the percentage of the revenue contributed by each function of the business. l The SIC code of a parent/ultimate may include the activities of its subsidiaries. For more information on the current descriptions of each code, go to: To convert SIC codes to NAICS codes, see: A-8 Dun & Bradstreet 2015

61 Primary NAICS codes are listed in separate columns l Primary_NAICS_1_ 1_Code l Primary_NAICS_1_ 2_Code l Primary_NAICS_1_ 3_Code l Primary_NAICS_1_ 4_Code The North American Industry Classification System (NAICS) is the standard used by Federal statistical agencies in classifying business establishments for the purpose of collecting, analyzing, and publishing statistical data related to the US business economy. The 2007 NAICS was developed under the auspices of the Office of Management and Budget (OMB), and adopted in 1997 to replace the Standard Industrial Classification (SIC) system. l A business can have up to six NAICS codes and each NAICS can have four extensions. l The first listed NAICS code represents the primary operations of the business. l After the first NAICS codes, codes are assigned in descending order according to the percentage of the revenue contributed by each function of the business. l The NAICS code of a parent/ultimate may include the activities of its subsidiaries. See the NAICS site for more information on the current description of each code: Dun & Bradstreet 2015 A-9

62 Secondary and beyond are listed in separate columns See above description l NAICS 2 1 Code l NAICS 2 2 Code l NAICS 2 3 Code l NAICS 2 4 Code l NAICS 3 1 Code l NAICS 3 2 Code l NAICS 3 3 Code l NAICS 3 4 Code l NAICS 2 1 Code l NAICS 4 2 Code l NAICS 4 3 Code l NAICS 4 4 Code l NAICS 5 1 Code l NAICS 5 2 Code l NAICS 5 3 Code l NAICS 5 4 Code l NAICS 6 1 Code l NAICS 6 2 Code l NAICS 6 3 Code l NAICS 6 4 Code Data Fields That You Can Append to Your File, Global Tier Only In addition to the fields listed in Data Fields That You Can Append to Your File, US and Global Tiers, the following data points can be appended to Global Tier customer files. Fields Description Value Latitude The angular distance north or south from the Earth s equator measured through 90 degrees. A-10 Dun & Bradstreet 2015

63 Longitude Latitude Short Longitude Short The angular distance east or west from the prime meridian measured through 180 degrees. The angular distance north or south from the Earth s equator measured through 90 degrees. This is a less granular view of the Latitude field. The angular distance east or west from the prime meridian measured through 180 degrees. This is a less granular view of the Longitude field. Dun & Bradstreet 2015 A-11

64 GEO Code Accuracy A code value that describes how close the coordinates for a location are to rooftop level. l D = Rooftop level identifies a business s precise physical address l S = Street segment places the address on the correct street within a range accurate within.1 to.2 of a mile l B = Block group (Zip + 4) places the address on the correct street within a range accurate within.2 to.4 of a mile l T = Census tract (Zip + 2) places the address on the correct street A-12 Dun & Bradstreet 2015

65 Sales Volume US Dollars Sales Volume Local Currency Employees Total Small Business Indicator The total annual sales/revenue for this business, expressed in US dollars. If the sales figure is collected in local currency, the local value is converted to US dollars as of the reported statement date. The total annual sales/revenue for this business in local currency. Not available on branch locations. The total number of employees in the business; when possible, includes subsidiary and branch locations. Indicates whether the business is designated a small business as defined by the Small Business Administration of the US government. within a range accurate within.4 to.6 of a mile l M = Mail address used when physical was invalid or not present l Z = Zip code identifies the center point of activity within 5- digit Zip code area l Y = Small business site l N = Not a small business site Dun & Bradstreet 2015 A-13

66 Minority-Owned Indicator Owns Rents Code Indicates whether the business is owned by a member of a minority group. A code value that denotes if the business owns or rents the building it occupies. l Y = Minorityowned l N = Not minorityowned l 0 = Unknown or not applicable l 1 = Business owns the building l 2 = Business rents the building Square Footage Global Ultimate DUNS Number Global Ultimate Business Name Global Ultimate Indicator Global Ultimate FIPS Country Code The estimated size of the building that the business occupies. The DUNS number of the highest parent of a corporate family. Global ultimate records carry their own case DUNS number in this field so that a common sort or match area is available for all the family members. The name of the ultimate company. Indicates whether the site record is or isn t the Global Ultimate DUNS within the corporate family tree. The Federal Information Processing Standards code value that identifies the country where the ultimate company is located. l Y = Is the Global Ultimate l N = Is not the Global Ultimate A-14 Dun & Bradstreet 2015

67 Global Ultimate DNB Country Code Global Ultimate State Province Abbreviation Domestic Ultimate DUNS Number Domestic Ultimate Business Name Domestic Ultimate FIPS Country Code Domestic Ultimate DNB Country Code Domestic Ultimate State Province Abbreviation Parent DUNS Number Headquarter DUNS Number Headquarter Parent Business Name Headquarter Parent FIPS Country Code Headquarter Parent DNB Country Code Headquarter Parent State Province Abbreviation Line of Business Three Year Growth Percentage on Sales Volume D&B geographical code that identifies the country where the company is located. The abbreviated name of the state/province where the ultimate company is located. The DUNS number for the domestic ultimate that is the highest family member in the same country. It may be its own domestic ultimate and may contain leading zeros that are lost if stored as numeric in your file. The name of the domestic ultimate company. The Federal Information Processing Standards code value which identifies the country where the domestic ultimate company is located. D&B geographical code identifying the country where the company is located. The abbreviated name of the state/province where the ultimate company is located. The DUNS number of the parent organization. May contain leading zeros that are lost if stored as numeric in your file. The DUNS number of the headquarter organization. May contain leading zeros that are lost if stored as numeric in your file. The primary name of the parent/headquarter company. The Federal Information Processing Standards code value that identifies the country where the parent or headquarters is located. D&B geographical code that identifies the country where the company is located. The abbreviated name of the state/province where the parent or headquarters is located. A narrative description of the operations or activities of the business. Relates to the primary 4-digit 1987 US SIC. The percentage increase or decrease in sales volume over a three-year period. Dun & Bradstreet 2015 A-15

68 Three Year Base Sales Amount The total income attributable to products and services sold by an organization annually three years prior to the trend year. Five Year Growth Percentage on Sales Volume Five Year Growth Percentage on Employees Five Year Base Sales Amount Five Year Base Employee Count First Executive First Name First Executive Middle Initial First Executive Last Name First Executive Suffix First Executive Prefix First Executive Title First Executive MRC Code Second Executive First Name Second Executive Middle Initial Second Executive Last Name The percentage increase or decrease in the sales volume over a five-year period. The percentage increase or decrease in the number of employees over a five-year period. The total income attributable to products and services sold by an organization annually five years prior to the trend year. The total number of individuals engaged by a business entity to perform its business operations five years prior to the current trend year. The first name of an individual identified as a principal or manager of the company. The middle initial of an individual identified as a principal or manager of the company. The last name of an individual identified as a principal or manager of the company. A qualifier that follows an individual s full name. Examples are Jr., Sr., MD. A qualifier that precedes an individual s full name. Examples are Mr., Mrs., Dr. The title of the principal or manager of the company. The Management Responsibility Code (MRC) corresponding to the first executive name. MRC is a hierarchical numbering system that indicates title or area of responsibility of key executives. The first name of an individual identified as a principal or manager of the company. The middle initial of an individual identified as a principal or manager of the company. A qualifier that follows an individual s full name. Examples are Jr., Sr., MD. A-16 Dun & Bradstreet 2015