how to dedupe contacts in salesforce

Do you have duplicate leads in Salesforce?

Everyone working with Salesforce has experienced duplicates. In your role as a salesperson, you just followed up on a lead only to find out a colleague is already in contact with this person – that’s a duplicate lead!

Does Salesforce have a deduplication solution?

To recap, Salesforce has a basic deduplication solution for the most commonly used objects (Leads, Contacts, (Person)Accounts), allowing alerting and blocking on the creation of duplicates. A batch process for deduplicating existing data is also available for higher-end Salesforce plans.

How do you find duplicates in Salesforce?

Salesforce Duplicate Management searches for existing records upon creation and edit, then alerts the user and adds potential duplicates to a report. Matching rules, the criteria for finding duplicate records. Duplicate rules, the action that is taken when a user starts to create a potential duplicate.

How do I create a duplicate rule for a contact?

1 Navigate back to the Duplicate Management menu in Setup and click Duplicate Rules. 2 Click NPSP Contact Personal Email Match. You can choose to allow or block users from creating or editing potential duplicates with the Action On Create and Action On Edit settings ... 3 Click Activate.

How do I find duplicate contacts in Salesforce?

From the Contact Merge tab, click Search Contacts to search by Contact name. You can also click See Duplicate Contacts to see a list of duplicate record sets, but you'll need to set up duplicate detection first.

Can I merge duplicate contacts in Salesforce?

In Salesforce Classic, you can merge only contacts that have the same primary account. The primary account is the account listed in the Account Name field on the contact record. When you merge duplicate leads or contacts, you also associate a data privacy record with the primary record.

How do you Deduplicate contacts?

0:152:38How to Delete Duplicate Contacts on iPhone All At Once (2 Methods)YouTubeStart of suggested clipEnd of suggested clipAll your contacts will show up here to delete all the duplicates. Select all contacts then click onMoreAll your contacts will show up here to delete all the duplicates. Select all contacts then click on the duplicate. Button it'll start looking for duplicates in your contacts.

How do I mass merge duplicate contacts in Salesforce?

Merge Duplicate Contacts in Salesforce ClassicFrom the Contacts related list of an account, click Merge Contacts.Select up to three contacts to merge. ... Select one contact as the master record.If your organization uses a partner or customer portal, you can select which record you want to retain as the portal user.More items...

Why can't I merge contacts in Salesforce?

You can't merge person accounts that are enabled to use portal or Experience Cloud site users. In Salesforce Classic, if you try to merge person accounts that are indirectly related to the same contact or account, Salesforce displays a message suggesting you remove the redundant relationships.

How do I merge contacts between accounts in Salesforce?

Merging Contacts The Salesforce Admin can get to the merge Contacts page from the Related List on the Account record [either hover over the Contacts Related List then click Merge Contacts or click the Contacts Related List and click Merge Contacts]. From here, the process is the same as when merging Account records.

Why is my contact list duplicates?

These duplicates can occur when you have multiple spellings of the same name or email address, or when you imported your contacts to Outlook. You must delete duplicate contacts manually, or you can merge them by changing the information from one contact to match the information from the duplicate.

Is there an app to delete duplicate Contacts?

This app will detect and delete every duplicate contact in your Android device. Duplicate Contacts will scan your address book, removing every contact that is duplicated and saving every removed contact in case you want to keep them.

How do I remove duplicate Contacts from iCloud?

How to Finally Delete Duplicate iCloud ContactsPhoto: ibreakstock (Shutterstock)The “Look for Duplicates” option in the Contacts app for Mac. ... Merge duplicate entries in the address book using the Contacts app on Mac. ... Manually selecting duplicate contacts on iCloud.com. ... Exporting iCloud contacts.More items...•

How do I manage duplicate accounts in Salesforce?

To manage duplicates that aren't surfaced by a duplicate rule, create a duplicate record set.On a duplicate record set list view, click New.Specify a duplicate rule (in the Duplicate Rule field) or a duplicate job (in the Parent field).In Lightning Experience, in the Related tab, click New.

How do I merge duplicate accounts in Salesforce lightning?

Choose an account record. A message tells you if duplicates exist for that record. ... Choose up to three account records to merge. Click Next. ... Note When accounts containing brands are merged, the brand associated with the master account will be retained. ... Confirm your choices and merge.

How does Cloudingo work?

Cloudingo finds duplicates using user-defined filters. Start with prebuilt filters then create more with the drag-and-drop user interface. Mix and match various matching styles on any Salesforce fields to identify dupes across standard and custom objects.

Can you overwrite Salesforce data?

Don’t worry about overwriting important Salesforce data or creating duplicates. With Insycle, you can set rules for determining the correct master record and pinpoint the exact fields that will be replaced during the merge.

Can you double check Salesforce data?

In Insycle, you always have the ability to double-check your Salesforce data changes before they go live in your database. Before each process pushes the altered data to your database, you can inspect changes on a case-by-case basis to avoid unwanted data overwriting and alterations.

Can you merge duplicate records in Salesforce?

Insycle allows you to set rules and smart merge duplicate Salesforce records in bulk. But, you can also identify and merge records one at a time as well. You have complete control over the processes that you employ for identifying and merging duplicate Slaesforce contacts, companies, and deals.

Can you merge duplicates in Insycle?

With Insycle, you can identify and merge duplicates in bulk without worry.

Can you run automated deduplication in Salesforce?

Insycle not only makes it dead-simple to identify and merge duplicates in Salesforce, it allows you to run automated deduplication processes at regular intervals. You can setup your Salesforce deduplication engine to run daily, weekly, or monthly.

What is deduplication in Salesforce?

To recap, Salesforce has a basic deduplication solution for the most commonly used objects (Leads, Contacts, (Person)Accounts), allowing alerting and blocking on the creation of duplicates. A batch process for deduplicating existing data is also available for higher-end Salesforce plans. When you require all data to be saved and not blocked, other objects, cross object matching, faster processing or automatic processing it is time to look for other solutions. The first step is to list your requirements, the second step is to match these to the solutions in the AppExchange, and the last step is to test drive one or two apps.

What is Salesforce Duplicate Management?

The Salesforce Duplicate Management feature consists of Matching Rules and Duplicate Rules.

What is matching rule in Salesforce?

Matching rule: Consists of criteria to identify duplicate records. Salesforce comes with three standard rules: one for business accounts, one for contacts and leads and one for person accounts. Duplicate rule: Determines in what situations the matching rule is applied and what should happen when a duplicate is found using the matching rule.

What fields can give away duplicate records?

To use ‘Contacts’ as an example, relevant fields are ‘First Name’, ‘Last Name’, ‘Email Address’ and ‘Account Name’ . Your organization could use relevant fields such as ‘Birthdate’ as well. Salesforce has a page on their matching rules.

What is the first phase of a deduplication project?

In the first phase of a deduplication project, you focus on your data requirements alone.

How many phases of deduplication?

I recommend tackling deduplication in five phases to guarantee you can achieve the best results:

Is Salesforce a duplicate lead?

Everyone working with Salesforce has experienced duplicates. In your role as a salesperson, you just followed up on a lead only to find out a colleague is already in contact with this person – that’s a duplicate lead!

The big deal about dupes

Duplicate records are dangerous to system credibility because users can’t find the updates that they’ve made (they’re looking at the wrong copy of the record) and each of the dupes represents an incomplete record with multiple data quality issues.

Prevention is the best cure

The starting and ending point of any deduping project is this: finding defects in processes and systems to prevent the creation of dupes in the first place.

Where to start

The only place to start is to stop and think. Because you can’t do anything good without developing a strategy to fit your specific situation. And there are several situations where something that looks like a dupe actually isn’t one. Here are some examples:

Integrated systems and plug-ins

This is where things get hairy. Let’s start with the simple stuff: plug-ins. Most plug-ins installed in SFDC don’t really mind deduping and probably won’t corrupt anything when you merge. But read that word “most” – you must test with your particular configuration of plug-ins to make sure nothing nasty happens.

Danger Will Robinson!

Deduping is such a tricky business that I have to stress these best practices:

Preventing duplicate Salesforce records

Duplicate record prevention is a cute little topic, but it’s part of a much larger data quality topic. The big picture is embodied in this sentence: no record should be created without some level of procedural or automated controls.

Nipping dupes in the bud

We all make mistakes, and with certain extract, transform, load (ETL) and import cycles, big fat errors are just a mouse-click away. The problem is, with triggers and workflows, any SFDC insert or update may have tons of repercussions on other records.

How to prevent duplicate contacts?

Your best defense against duplicate contacts and accounts is to not create them in the first place, of course. That means that training for your users is crucial! Be sure that your training materials encourage users to search before entering new contacts and accounts.

What is duplicate management in Salesforce?

The good news is that Salesforce has a nifty tool that can help. Salesforce Duplicate Management searches for existing records upon creation and edit, then alerts the user and adds potential duplicates to a report. Duplicate management consists of: Matching rules, the criteria for finding duplicate records.

What happens if Sofia clicks Save again on a potential duplicate?

If Sofia continues and clicks Save again on the potential duplicate, she will again see an alert about a potential duplicate on the new record. It will also show an alert in the potential duplicates component on the record detail page.

How to merge household records?

Go to the household record you would like to merge, click Manage Household, then search for and add an existing contact to that household by clicking the plus symbol ( ).

How to merge contacts?

To merge contacts, a user must have security settings that allow them to delete contacts, access every field on contact records, and access both contacts. This extra layer of security is there because merging contacts is destructive and it's easy to make mistakes. Once you merge and delete records, there’s no way to revert back to the original versions.

What is the big deal about duplicates?

What’s the big deal about duplicates? Duplicate data results in unnecessary clutter, inaccurate reporting, and reduced efficiency. That’s a big deal for your organization’s efficiency and effectiveness in program management, fundraising, and communications.

Does Salesforce match duplicate records?

Salesforce standard matching detects potential duplicate records based on exact matches, such as two contacts with the same name. But you can also set up a rule to identify fuzzy matching for first names. That means that Robert Alvarez and Roberto Alvarez would be identified as potential duplicate records.

What is deduplication in Salesforce?

Specifically, we’ve been talking about how do you edit duplication and matching rules. Deduplication and matching rules are what determines if there’s a potential duplicate record and creates a duplicate alert on the record you’re viewing.

Can you fix duplicate records?

Remember, it’s not an overnight fix. This is an ongoing process that will take some time to get cleaned up and for your users to get adjusted to. Remind yourself of this if and/or when the duplicate records reappear. Regularly set aside time to clean up your data and update your processes and documentation.

Do you always backup before deduplication?

Always perform a backup before any major deduplication work is done.

Can you dedupe Salesforce?

Besides native options in Salesforce and several tools to help you dedupe your Salesforce instance on the AppEx change, your organization will need to make changes . Specifically, you’ll want to carefully review how duplicates are created, how your instance can prevent them, and how you can communicate with your colleagues to keep your data as clean as possible.