🚀 Getting Started
Data Guardian is a Zoho CRM Sigma Extension that automatically scores, verifies, and monitors your CRM data quality. It works across Leads, Contacts, Accounts, and Deals modules.
What It Does
- Health Scoring: Calculates a 0-100% score based on field completeness
- Email Validation: Verifies emails via external API
- Address Verification: Validates addresses via API
- Phone Validation: Checks phone format for 60+ countries
- Account Validation: Verifies business registration numbers
- Task Automation: Creates tasks for records needing attention
- Reports: Weekly & monthly consolidated reports
Supported Modules
| Module | Health Score | Address | Phone | Business Details | |
|---|---|---|---|---|---|
| Leads | ✅ | ✅ | ✅ | ✅ | - |
| Contacts | ✅ | ✅ | ✅ | ✅ | - |
| Accounts | ✅ | - | ✅ | ✅ | ✅ |
| Deals | ✅ | - | - | - | - |
🔧 Installation
Step-by-Step Setup
- Install from Marketplace: Go to Zoho CRM Marketplace, search "Data Guardian", and click Install.
- Create Custom Fields: The extension requires specific custom fields. See the Custom Fields section below.
- Configure API Keys: Add your email validation and address verification API keys in the extension settings.
- Set Up Workflows: Configure workflow rules to trigger health checks on record create/edit.
- Verify Installation: Update any Lead, Contact, or Account record to see the health score appear.
📊 Understanding Health Scores
The health score is calculated as: (Filled Fields ÷ Total Fields) × 100
Score Categories
| Score Range | Status | Meaning |
|---|---|---|
| 80-100% | Excellent | Data is complete and verified |
| 60-79% | Good | Minor improvements possible |
| 40-59% | Fair | Several fields need attention |
| 20-39% | Poor | Major data gaps |
| 0-19% | Critical | Immediate action required |
Score Deductions
| Issue | Deduction |
|---|---|
| Invalid phone number | -5 points |
| Invalid mobile number | -5 points |
| Primary email missing | -5 points |
| Invalid email (score <40) | -5 points |
| Account Name missing | -5 points |
| Account Type missing | -5 points |
| Account Number invalid | -5 points |
📧 Email Validation
The extension validates both Primary Email and Secondary Email fields.
Credit-Saving Logic
Once an email is marked as "Valid", it will NOT be re-verified unless the email field changes. This saves API credits.
🏠 Address Verification
Requirements
Address verification requires at full physical delivery address: Street Number / House Number / Building Name / Street Name, Zip/Postal Code, City, State/Province and Country.
What It Returns
- Address Status: Valid, Invalid, or Missing
- Timezone: Auto-detected from verified address
📞 Phone Validation
Phone numbers are validated against country-specific formats for 60+ countries.
Validation Flow
- Address must be verified first
- Country extracted from verified address
Supported Countries (60+)
Includes: USA, Canada, UK, India, China, Japan, Germany, France, Australia, Brazil, UAE, Saudi Arabia, South Africa, Singapore, and many more.
🔢 Account Validation (Accounts Only)
For the Accounts module, the extension validates:
- Account Name: Not empty, not numbers-only, reasonable length
- Account Type: Must match CRM picklist values
- Account Number: Validated against 60+ country business registration formats (EIN, VAT, CNPJ, ABN, etc.)
✅ Task Automation
The extension automatically creates or updates tasks based on health scores.
Task Priority Rules
| Health Score | Task Subject | Priority | Status |
|---|---|---|---|
| < 20% | CRITICAL | Highest | In Progress |
| 20-39% | URGENT | High | In Progress |
| 40-59% | ATTENTION | Low | In Progress |
| 60-79% | LOWEST | Lowest | In Progress |
| 80-89% | NORMAL | Normal | In Progress |
| 90-99% | GOOD | Normal | Completed |
| 100% | EXCELLENT | Normal | Completed |
📈 Automated Reports
Weekly Report (Every Monday)
Covers the previous week. Includes: Leads, Contacts, Accounts, Deals & Tasks summary with new records count.
Monthly Report (1st of Month)
Full CRM health analysis with detailed breakdowns per module, score distributions, and recommendations.
Report Features
- Mobile-responsive HTML email design
- Color-coded score banners
- Module summary cards
- Action recommendations
- Toggle ON/OFF via Settings
⚙️ Settings
The Settings widget lets you control which reports run:
- Weekly Report: Toggle ON/OFF
- Monthly Report: Toggle ON/OFF
- Email Verification Report: Toggle ON/OFF
Default: All reports are enabled.
❓ Frequently Asked Questions
Q: How often does the health check run?
A: On every record create/edit. Optional nightly bulk check can be configured.
Q: How do I reset a validation status?
A: Clear the status field (set to blank) on the record. The extension will re-verify on next save.