Data8 Ltd.

data8 duplicare

data8 duplicare is an automated de-duplication tool for Microsoft Dynamic 365. It delivers the ability to merge multiple records with all fields and customisable merge bulk de-duping of existing records. It also provides real-time advanced duplicate prevention with the ability to merge multiple records with all fields, including custom entities.

Features

  • Native to Dynamics
  • Fully integrated into Dynamics CRM
  • Multiple record processing
  • Build your own matching rules
  • Strong fuzzy logic matching
  • 'Multi merge of everything' tool
  • Fast multiple record merging
  • Phone number and address standardisation
  • Real-time auto merge
  • Deduplication/merge of custom entities

Benefits

  • Quick and automated removal of duplicates
  • Develop your own rules using an easy to use interface
  • Greater capture of duplicates including partially matching duplicates
  • Merge any field, select different contact details from each record
  • Addresses are formatted and validated automatically
  • Customisable phone formatting based on preference
  • Unsaved records can be merged without losing data entry
  • Greater identification of potential duplicates in real-time
  • Reduces requirment for batch deduplication

Pricing

£6,000 to £16,000 a server a year

Service documents

Framework

G-Cloud 12

Service ID

7 8 9 3 2 0 7 4 9 2 1 2 1 4 2

Contact

Data8 Ltd. Dale Pilling
Telephone: 01513554555
Email: dalep@data-8.co.uk

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
The service is only compatible with Microsoft Dynamics versions from 2016 onwards.
System requirements
Microsoft Dynamics CRM 2016 or a later version

User support

Email or online ticketing support
Email or online ticketing
Support response times
All tickets have an automated response acknowledge. During working hours (Monday - Friday 9am - 5:30pm), we provide a guaranteed 2 hour response.
User can manage status and priority of support tickets
No
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Web chat
Web chat support availability
9 to 5 (UK time), 7 days a week
Web chat support accessibility standard
None or don’t know
How the web chat support is accessible
Our web chat is accessible via our website with users required to provide first name, last name and an email address. Users are able to interact with internal staff within Data8 who are knowledge experts within their fields and because our web chat solution integrates with our own CRM system then any conversations can be tracked and linked to cases to ensure end-to-end account and technical support.
Web chat accessibility testing
We have not at this stage done any specific testing with assistive technology users.
Onsite support
Yes, at extra cost
Support levels
All our clients benefit from a dedicated Account Management team, within the team dedicated individuals are assigned to pro-actively manage the requirements of our clients. Additional members of our team are also trained to provide the required cover during any holiday and sickness periods. We do not charge additional fees for our Account Management support.
Our Account Management team communicate effectively with our clients and their responsibilities include but are not limited to the following:
•Management of all aspects of services level agreements
•Scheduling and prioritisation of any work to be completed
•Providing advice on the most efficient and cost effective way to deliver client requirements
•Working alongside the Technical Team to agree input and output formats for all work that is processed
•Dealing with new requests that occur during a contract
•Dealing with any clients queries
•Ensuring all financial aspects are dealt with accurately
•Meeting with clients on a regular basis
•Keeping clients informed of the progress of all work that is being processed, providing progress reports where appropriate
•Acting as the first point of contact for issue resolution
•Actively obtaining all information from clients which is required to deliver work effectively
Support available to third parties
Yes

Onboarding and offboarding

Getting started
In order to access the service you will need to register a username and password, these will be used to authenticate the web service requests and will provide access to the admin dashboard.

Initially the basic De-duplication and Merge rules are pre-set within the service. Following this we provide a webinar to agree the set-up of specific rules. Ongoing support via phone, email and webinar takes place by the Data8 team. We also provide user documentation and online or onsite training can also be provided for an additional cost.
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
End-of-contract data extraction
At the end of the contract, the users data will still be within their own Microsoft Dynamics system, there is no data stored that users will need to extract.
End-of-contract process
The solution will be uninstalled, the additional duplicate detection and merging functionality will no longer be available.
There will be no additional charge at the end of the contract.

Using the service

Web browser interface
No
Application to install
Yes
Compatible operating systems
Other
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
The Address, Telephone standardisation and batch scheduling are not available on mobile devices. All other key features are the same for mobile and desktop.
Service interface
No
API
Yes
What users can and can't do using the API
Users can set up and access the API using dedicated plug-in as described in our service definition document. The full functionality, with no limitations, can be accessed through the API. The service can be customised and changes made as detailed in the question below. Free trials of the API can be arranged to enable users to test compatibility and integration.
API documentation
Yes
API documentation formats
  • HTML
  • PDF
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Users can customise their own matching rules using an easy to use interface designed around the “Advanced Find” interface, to cater for their exact requirements, and to enable single-click removal of duplicates.

By creating filtered views of recent imports into CRM (e.g. from batch import or from a recurring ERP feed), it is straightforward to create, customise and schedule batch deduplication jobs to regularly identify and remove duplicates.

Also, by customising and standardising the address and telephone fields for a specific entity, the user can greatly enhance the match rate for any deduplication rules deployed.

Scaling

Independence of resources
All applications are run in a load-balanced environment and we constantly monitor the system to ensure there is sufficient capacity, and extend the capacity with additional infrastructure as required. We ensure that our services do not run at a capacity that would enable users to be affected by the demand from other users.

Analytics

Service usage metrics
Yes
Metrics types
There is dashboard built in to the solution, which enables a breakdown and analysis of which CRM users are creating duplicates, resolving duplicates and across which entities.

Our batch processing enables the user to identify how many duplicates are present across a particular subset of CRM before resolving, various reports may be extracted and analysed pre-merge.
Reporting types
  • Real-time dashboards
  • Regular reports
  • Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
Yes
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
Less than once a year
Penetration testing approach
‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach
Download a file from the website
Data export formats
  • CSV
  • Other
Other data export formats
Text
Data import formats
  • CSV
  • Other
Other data import formats
Text

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability
Data8 are happy to consider Service Level Agreements (SLAs). We strive to maintain 99.999% up-time (the five 9's) and our up-time statistics are independently monitored by a third-party company and made publicly available online.
Approach to resilience
We use two geographically separated data centres with independent suppliers in an active/active configuration to protect against data centre outage. Each data centre runs a load balanced set of servers to protect against individual server failure
Outage reporting
A public dashboard is available

Identity and authentication

User authentication needed
Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels
Role-based authorisation restricts access to individual areas of the management interface.
Access restriction testing frequency
At least every 6 months
Management access authentication
Username or password

Audit information for users

Access to user activity audit information
Users contact the support team to get audit information
How long user audit data is stored for
User-defined
Access to supplier activity audit information
Users have access to real-time audit information
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for
User-defined

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
QAS International
ISO/IEC 27001 accreditation date
27th August 2019
What the ISO/IEC 27001 doesn’t cover
All our services and associated infrastructure are covered by our ISO/IEC 27001
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
Yes
Who accredited the PCI DSS certification
First Data
PCI DSS accreditation date
23/10/2019
What the PCI DSS doesn’t cover
We are covered to PCI Level 4.
Other security certifications
Yes
Any other security certifications
  • Cyber Essentials
  • IASME

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
ISO/IEC 27001
Information security policies and processes
Data8 recognises that the disciplines of confidentiality, integrity and availability in Information Security Management are integral parts of its management function. The Management of Data8 views these as primary responsibilities and fundamental to the best business practice of adopting appropriate Information Security Controls, along the lines laid down in the BS ISO / IEC 27001:2013 standard.

Data8 have an Information Security Policy which seeks to operate to the highest standards continuously and implements and operates fully BS ISO / IEC 27001:2013 standard, including continual improvement, through registration and annual review. Responsibility for upholding this policy is truly organisation-wide with the guidance and assistance of the Managing Director who encourages the commitment of all staff to address Information Security as part of their skills. All employees undertake Information Security training as part of their induction along with formal training annually in addition to continual on the job training. Regular internal and external audits are undertaken which are reported to the Managing Director.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
All change requirements are tracked and linked to final implementation details such as code changes. Security impact is included as part of the review process before changes are accepted for deployment
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
Vulnerabilities are logged as security incidents and categorised by severity. Patches can be deployed on a continual basis within 30 minutes. Information will come from internal testing and reviews and the technology/infosec media
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Intrusion Detection and Firewall notification reports. Responses may include temporarily disabling a service or blocking a source IP address, typically within 30 minutes
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
Incidents are logged, categories and assigned. Once the incident is resolved the resolution is reviewed and signed off by another member of staff. Affected customers will be notified as appropriate.

Secure development

Approach to secure software development best practice
Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Connection to public sector networks
No

Pricing

Price
£6,000 to £16,000 a server a year
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
We offer a free trial for a 30 day period with full functionality except that you cannot auto-merge in batch and we only provide 10% of the duplicate results via batch jobs.
Link to free trial
https://appsource.microsoft.com/en-us/product/dynamics-365/data8.duplicare?tab=overview

Service documents