How to Prevent Spelling Errors in 'Job Title' Property Set as Single Line Text?

[NJ_001]

Hello everyone,

I am facing a challenge with the 'job title' property in our CRM, which is currently set as a single line text field. This field is highly susceptible to spelling errors, posing a problem for our data consistency.

Specifically, we are dealing with variations in the spelling of job titles, such as 'Service Level Manager'. This title can be written in various ways, with differences in uppercase and lowercase letters, and typos are also common.

My question is: How can we ensure that all variations of a job title like 'Service Level Manager' are recognized and consolidated under one standard value, without changing the field to a dropdown menu? Are there best practices or tools within HubSpot that can facilitate this?

Any advice or suggestions are welcome!

Thank you,

Nathanaël

[AdamLPW]

@NJ_001, further to Kristen's comments, I can recommend Insycle, which can run regular, scheduled audits on your HubSpot data.  You can create "recipes", which can even be included in HubSpot Workflows (if you have access to these).  For example, in the case of Service Level Manager, you could create a recipe that looks for any job descriptions which are NOT an exact match, but contain "service level", or "level manager" (assuming that the person who input the data has correctly spelled at least two of the three words!) and convert these into "Service Level Manager".  You can also correct capitalisation with recipes in InSycle.  

It's a great tool and probably far more powerful than I'm aware of.  I certainly haven't pushed it to its limits!

Hope this helps

🙂

[kvlschaefer · Accepted solution]

Hi @NJ_001,

Thanks for reaching out to the Community! 

This is a fascinating use case 😄 

Have you reviewed the validation rules feature for custom text and number properties? When you set validation rules, users must meet the property's requirements in order to save a value. You can read more about use cases and how this feature works in this knowledge base article. 

You might also want to check out this on-demand AMA on HubSpot portal audits and CRM health hosted by one of our top community contributors, @Mike_Eastwood! He has great advice on data management best practices 🙂 

I also wanted to invite our subject matter experts to this conversation to see if they have advice.

Hi @AdamLPW, @TomM2, @Josh - Do you have any native HubSpot or third-party suggestions, or best practices for @NJ_001? Thank you! 

Best,

Kristen

[NJ_001]

I'll give this a try, thank you!