Data Health — Admin CRM Readiness Guide
Settings → Data Health is an admin-only section that scans your live SuiteCRM database and reports on whether the data powering each dashboard feature is correctly configured and linked. When a manager reports that a number “looks wrong,” this is the first place an admin should check.
Because Revenue Engine AI reads data from your existing SuiteCRM tables without modifying them, any metric that appears incorrect is always caused by one of a small set of known conditions — missing data, unlinked records, or configuration gaps. Data Health surfaces all of them in one scan.
Access: Data Health is visible only to SuiteCRM system administrators. Open Revenue Engine AI → Settings (gear icon top-right) → scroll to the Data Health section → click Scan Now. Managers and reps cannot access this section.
The 7 Data Health Categories
The scan checks seven categories in order. Each shows a count and a green (pass), amber (warning), or red (fail) status:
| Category | What it checks | Pass condition |
|---|---|---|
| Opportunities | Total opportunities, Closed Won deals, Closed Won with Amount > 0, Open pipeline deals | Closed Won with Amount > 0 matches Closed Won count — no zero-amount wins |
| Sales Reps with Opportunities | Active CRM users vs users assigned to deals | Most active users have deals assigned |
| Security Groups (Teams) | Count of security groups configured | At least 1 security group exists for team-based visibility |
| Calls & Meetings (Activity Data) | Total calls and meetings vs activities linked to opportunity records | Activities linked to deals > 0 — if zero, silence badges and activity metrics will not work |
| Leads | Lead records in the system | Leads exist if Leads Module is enabled in Data Sources |
| Quotes & Invoices (Revenue Realization) | Quotes and Invoices counts | Both Quotes and Invoices have records — Invoices at zero indicates Revenue Realization data is incomplete |
| License | Valid license key entered in Settings → License & Activation | Valid domain-matched key present — amber if unlicensed |
Most common warning: Activities not linked to opportunities
The scan will show a warning under Calls & Meetings if calls and meetings exist in SuiteCRM but none are linked to opportunity records (calls_opportunities / meetings_opportunities join tables). This means:
- Deal silence badges (Amber/Rose) will not appear in My Pipeline or Rep Deep Dive
- Activity vs Revenue chart will show all reps near zero on the X-axis
- Risk Radar inactivity signals will fire incorrectly
Fix: Train reps to always link calls and meetings to the relevant opportunity record in SuiteCRM when logging activity.
Metrics Previously in Audit View
For reference, the metrics the Data Health scan covers include:
- Total Opportunities — pipeline count
- Closed Won Opportunities — win count
- Closed Won with Amount > 0 — revenue-eligible wins
- Open pipeline deals
- Leads — total leads in system vs those visible to the dashboard (if Leads Module is enabled)
- Activities (Calls + Meetings) — total logged vs those linked to opportunity records and within period
- Users (Sales Reps) — total active users vs those within the active role/security group scope
Common Causes of Discrepancies
1. Date Range Filter is Narrowing Results
The most common cause of a difference between raw and filtered counts. The database column counts all historical records; the dashboard column counts only records within the currently selected date range (e.g., “This Quarter”).
How to confirm: Change the date range to “All Time” and refresh the Data Audit view. If the difference column drops to zero, the filter is the only cause.
Action: No problem — this is expected behaviour. Educate managers that dashboard figures are always period-scoped.
2. Demo Mode is Active
When Demo Mode is switched On, the dashboard serves synthetic data rather than live CRM records. The database column will show real counts; the dashboard column will show the demo dataset numbers.
How to confirm: Look for the amber “Preview Mode” banner at the top of any dashboard view.
Action: Navigate to Settings → View Preferences and toggle Demo Mode Off. Click “Restore Live Data →” if prompted.
3. NULL or Zero Amount Fields on Opportunities
Revenue Engine AI only counts revenue from opportunities where the Amount field contains a value greater than zero. Opportunities with a blank or zero Amount are excluded from all revenue calculations but still count as “Opportunities” in the raw database total.
How to confirm: The “Closed Won Revenue” row will show a database figure greater than the dashboard figure. The “Closed Won Opportunities” row may match — indicating deals exist but have no Amount value.
Action: Run a SuiteCRM report to find Closed Won opportunities with blank Amount fields. Have reps update the Amount before close, or establish a data entry requirement in your sales process.
4. Activities Not Linked to Opportunity Records
Call and Meeting records in SuiteCRM must be linked to an Opportunity via the relationship panel (the calls_opportunities or meetings_opportunities join table) to be counted in activity metrics. Calls logged without an opportunity link appear in the raw count but are excluded from dashboard calculations.
How to confirm: The “Activities” row will show a significantly higher raw count than the dashboard count.
Action: Train reps to always link calls and meetings to the relevant opportunity record. This also affects Rep Deep Dive activity data and silence badge calculations.
5. Role or Security Group Scope Excluding Records
If the currently logged-in user is a Manager (not an Admin), their dashboard view is scoped to their Security Group. The Data Audit view, being admin-only, always runs comparisons as a full-organisation admin query against the user-scoped dashboard figure. This means a manager-level filter appears as a “discrepancy” when an admin reviews it — which is correct behaviour.
How to confirm: Switch to viewing as a specific manager in the Role Permissions Panel, or check the Security Group assignments in SuiteCRM admin.
Action: No action needed if the scoping is intentional. If reps appear to be missing from a manager’s view, check Security Group membership in SuiteCRM.
6. Leads Module Toggle Disabled
If Settings → Data Sources → Leads Module is toggled Off, the Leads row in the Data Audit table will show a raw database count but a zero in the dashboard column. This is not a bug — it reflects that the dashboard has been configured to exclude leads.
Action: Enable the Leads Module toggle in Settings if lead data should appear in the dashboard.
Step-by-Step: Running a Data Health Scan
- Log in as a SuiteCRM system administrator.
- Open Revenue Engine AI from the navigation menu.
- Click the Settings gear icon (top-right of the dashboard header).
- Scroll down to the Data Health section in Settings.
- Click Scan Now (or Re-scan if a previous result is shown).
- Review each category. Green = pass, Amber = warning, Red = fail.
- For any amber or red category, refer to the common causes above.
- After fixing a configuration issue (e.g., linking activities to deals, enabling Leads Module), click Re-scan to confirm the fix.
Data Audit vs Troubleshooting Guide
The Data Audit view and the Troubleshooting guide serve different purposes:
| Data Audit & Diagnostics | Troubleshooting Guide | |
|---|---|---|
| Who uses it | System admins | Any user |
| What it shows | Quantified discrepancy between DB and dashboard | Step-by-step fix guides for common user-facing issues |
| When to use | “The number is wrong — how wrong and why exactly?” | “The dashboard is blank / the AI won’t load / I can’t see my team” |
| Output | A table of record count comparisons | A checklist of corrective actions |
Start with the Troubleshooting guide for user-reported issues. Escalate to the Data Audit view when you need to quantify the scope of a data problem or confirm that a fix has resolved a discrepancy.
Revenue Engine AI v1.7.2 · Built by Zybroz · support@zybroz.com