If you build prospect lists from scraping data, you will face this problem: How do I clean and normalize my data?

If you have tried cleaning it with Google Sheets you know the tool is not made for this.

Data coming from LinkedIn have a "full name" field, while other sources have a distinct first name and last name fields. Email addresses might have typos coming from the scraping process. Dates are in different formats, etc.

With this guide, you will learn how to fix 99% of scraped data issues. And for the 1% remaining, contact me and I'll help 👨‍💻

Here is a quick summary of the clean-up operations found in this article:

Import from CSV or copy-paste data

Datablist is a perfect tool for cleaning data. It's an online CSV editor with cleaning, bulk editing, and enrichment features. And it scales up to millions of items per collection.

Open Datablist, create a collection and load your CSV file with your scraped data.

To create a new collection, click on the + button in the sidebar. And click "Import CSV/Excel" to load your file. Or click the shortcut from the getting started page to move directly to the file import step.

Create a collection
Create a collection

Auto detect format

Datablist import assistant detects automatically email addresses, Datetimes in ISO 8601, Booleans, Numbers, URLs, etc. when they are well formated.

Type auto detection
Type auto detection

If your data required more complex analysis (different datetime format, typos in URL or email address), import them as Text property. I'll show you in the next section how to convert your text properties to Datetime, Boolean, or Number.

Select data type
Select data type

Convert text to datetime, boolean, number

Marie Kondo says "Life truly begins after you have put your house in order". Same with your scraped data: "Sales truly begins after you have put your data in order"! 😅

Filtering on a date (creation date, funding date, etc.), a number (price, number of employees), or a boolean is so much easier when they are native objects and not just text.

Open the "Text to Datetime, Number, Checkbox" tool from the "Clean" menu.

Convert Text to data types
Convert Text to data types

Convert any text to Datetime format

Datetime has an international format called ISO 8601 with a defined structure. If your data uses the ISO 8601 format, a Datetime property will be created automatically during import to store the data.

For Date and Datetime values in other formats, you have to specify the format used so Datablist can convert it to structured Datetime values.

Select the property to convert and select "Convert to Datetime".

Convert Text to Datetime
Convert Text to Datetime

Common formats are listed (datetime formats used by Google Sheets and Excel) or select "Custom format" to define your datetime format.

Custom Datetime format
Custom Datetime format
Datetime conversion preview
Datetime conversion preview

👉 Visit our documentation to learn more on custom datetime formats.

Create Checkboxes (Boolean) from text values

Datablist converts automatically columns with "Yes, No", "TRUE, FALSE", etc. to Checkbox properties on import. Use the converter for more complex conversions.

Define the values (separated with commas) that will be converted to a checked checkbox. Other values will be kept unchecked.

Checkbox conversion
Checkbox conversion
Checkbox conversion preview
Checkbox conversion preview

Extract number values from texts

Use the "Text to number" converter to:

  • Normalize numbers with custom decimal and thousand separators
  • Extract numbers from texts with letters
Number conversion
Number conversion
Number conversion preview
Number conversion preview

👉 Visit our documentation to learn more on number conversion.

Clean data

Convert HTML to text

Scraping tools parse HTML code and you may get HTML tags in your texts.

HTML codes have links, images, and lists with bullet points. And are written with paragraphs and multi-lines.

The goal is to keep some of the order HTML brings but transform a non-readable code into plaintext.

Datablist HTML to Text converter keeps newlines, and transforms bullet points into list prefixed with -.

To transform your text with HTML tags into plaintext, open the Bulk Edit tool in the Edit menu.

Bulk Edit Tool
Bulk Edit Tool

Select your property with HTML tags. And select "Convert HTML into plain text".

Bukl Edit Convert HTML
Bukl Edit Convert HTML
HTML to Text conversion
HTML to Text conversion
HTML to Text Results
HTML to Text Results

Remove extra spaces

Another common issue with scraped data is extra spaces. Spaces come from new lines, from Tab, and other characters that represent a space in HTML.

Datablist comes with a cleaning tool to get rid of extra spaces.

  • It removes extra spaces between words
  • It removes empty lines
  • It removes leading and trailing spaces on each line

To remove extra spaces, go on the "Bulk Edit" tool from the "Edit" menu. Select your property and the "Remove extra spaces" action.

Remove Extra Space Configuration
Remove Extra Space Configuration
Remove Extra Space
Remove Extra Space
Remove Extra Space Results
Remove Extra Space Results

Clean text case

Changing the case of your text is simple. Open the "Bulk Edit" tool in the "Edit" menu.

Select the property to process and use the "Change text case" action.

Change Text Case
Change Text Case

3 modes are available:

  • Uppercase - All letters will be converted to their uppercase version. Ex: john => JOHN
  • Lowercase - All letters will be converted to their lowercase version. Ex: API => api
  • Capitalize - The first letter of all words will be capitalized. Ex: john is a good man => John Is A Good Man
  • Capitalize only the first word - Only the first letter of the first word will be capitalized. Ex: john is a good man => John is a good man

Normalization with Find and Replace

To build segments on your prospect lists, you must normalize your data.

  • Normalize job titles
  • Normalize countries, cities
  • Normalize URL
  • Etc.

Your goal is to reduce a property with free text into a property with limited choices. Or to transform your texts into a more basic version (URL with paths into a simple URL domain).

Datablist comes with a powerful Find and Replace tool. It works with simple text and with regular expressions.

Regular Expressions are both complex and very powerful.

Here are some examples of how to use RegEx to clean your data.

Remove query params from an URL

Scraped URLs have useless query parameters for tracking or marketing reasons. Removing them from your URLs will give you clean URLs. And it will help you deal with deduplication by using the URL to find duplicate items.

To remove query parameters from your URLs, check the "Match using regular expression" option. And use the following regular expression with an empty replacement text:

\?.*$
Regular Expression to remove query parameters
Regular Expression to remove query parameters

And apply it on your URL property.

Preview without query params
Preview without query params

Get domain from email addresses

Another use of Find and Replace with regular expressions is to get website domains from email addresses.

Duplicate your email property to preserve your source data. And use the following regular expression with an empty replacement text:

^(\w)*@
Regular Expression to get domain from email address
Regular Expression to get domain from email address
Domains from email addresses preview
Domains from email addresses preview

👉 To learn more, visit our Find and Replace documentation.

Data Deduplication

Datablist has a powerful deduplication algorithm to dedupe records. It finds similar items using one or several properties, and it has an automatic algorithm to merge them without losing data.

To run the deduplication algorithm, click "Duplicate Finder" in the "Clean" menu.

Run Duplicate Finder
Run Duplicate Finder

Select the properties to use for the matching process.

On the results page, run the "Auto Merge" algorithm once with only the option "Merge non-conflicting duplicates". It will merge duplicate items that are easily mergeable and list the properties with conflicts.

The dedupe algorithm has two options to deal with conflicting data. You can decide to "Combine conflicting properties" using a delimiter. Or to drop conflicting values to keep only one master item.

Automatic Merging
Automatic Merging

👉 Visit our guide on how to merge duplicates on CSV files.

Validate Email Addresses

Data from scraping can be old, can have typos, or it can be invalid. This is especially true for email addresses that you get from scraping.

When the data is user generated, you will get fake email addresses in your database. Or email addresses from a disposable provider.

Datablist has a built-in email validation tool that let you validate thousands of email addresses.

Click on "Enrich"
Click on "Enrich"

The email validation service provides:

  • Email syntax analysis - The first check is to ensure the email conforms to the IEFT standard and does a complete syntactical analysis. This analysis will flag addresses without the at sign (@), with invalid domains, etc.
  • Disposable providers check - The second check is to detect temporary emails. The service looks for domains belonging to Disposable Email Address (DEA) providers such as Mailinator, Temp-Mail, YopMail, etc.
  • Domain MX records check - A valid email address must have a corresponding domain name with configured MX records. Those MX records specify the mail server accepting the email messages for the domain. Missing MX records indicate an invalid email address. For every email address domain, the service checks the DNS records and looks for the MX ones. If the domain doesn't exist, the email will be flagged as invalid. If the domain exists and doesn't have a valid MX record, it will also be flagged as invalid.
Email verification results
Email verification results

👉 Visit our guide on how to clean an email list.

Need help with your data cleaning?

I'm always looking for feedback and data cleaning issues to fix. Please contact me to share your use case.