You could use the following method for a code free solution: 1. Create a custom text field (Key__c) on the custom object and set it to be unique ie. check "Do not allow duplicate values" 2. Create a new field update and use a formula to set the value for the Key__c field to a concatenation of the record name and the picklist value.
How to manage duplicate records in Salesforce?
Tip #1 — Leverage the native Duplicate Management feature in Salesforce to create matching and duplicate rules. First, define matching rules for what you consider to be a duplicate record so your end users will be warned when creating a record that meets those matching criteria.
How do I find duplicates in a list of records?
In the Matching Rules section, select the object to compare the records. Then select the matching rule that identifies the duplicates (set up in step 1). Select the field mapping for each matching rule, if needed.
How do I prevent users from entering duplicate data?
In the Matching Rules section, select the object to compare the records. Then select the matching rule that identifies the duplicates (set up in step 1). Select the field mapping for each matching rule, if needed. These steps will prevent users from entering duplicate data.
How do I use matching rules to prevent duplicates?
Before an active matching rule can do anything, you pair it with a duplicate rule. You can include up to three matching rules in each duplicate rule, with one matching rule per object. Maria wants to prevent sales teams from creating duplicates when the Mailing Street field includes variants, such as SW Barnes Ave and Southwest Barnes Avenue.
How can you prevent duplicate records?
1. Always Search First! The easiest way to prevent duplicates is to ALWAYS search to see if a constituent exists before blindly adding a new record to your database. There are number of places where you can search to see if constituents already exist but I'll share a few of my favorites.
How do you prevent duplicate records in Salesforce Apex?
Preventing duplicate records in Salesforce based on a single field can be achieved using a Set that can store the values of that specific field from all existing records and compare it with the list of new records that are going to be inserted.
How do you prevent duplicate records in Salesforce using validation rule?
The most common way to prevent record creation or updates in Salesforce is through a validation rule. But can a validation rule prevent duplicates? The short answer: no. A standard validation rule can only use specific record data, so it can't find potential duplicate records.
How do I manage duplicate records 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.
Can you remove duplicates in Salesforce report?
You can't remove the duplicates in the report; the report builder doesn't do distinct so I'd recommend Excel.
Can you tell me your steps to remove duplicate data in Salesforce?
Select Show all Salesforce objects and select Duplicate Record Set (DuplicateRecordSet) object. Select Id and any other desired fields and follow the prompts to complete your export. For more information, review Exporting Data. Review the resulting CSV file to verify the DuplicateRecordSet to be deleted.
How do you find duplicates in Salesforce?
Hitting the 'Find Duplicates' button on the Lead record, presents the option to check the following options: Name. Last Name.
How do you make a field unique in Salesforce?
1. create a text field (dont put it on the page layout) and set it as unique. 2. Create a workflow on create/edit of the table (edit of the relevant fields if you want to be efficient) that concatenates the two fields you want into the created text field AND to the record name.
What is matching rule and duplicate rule in Salesforce?
A matching rule defines how duplicate records are identified in duplicate rules and duplicate jobs. Salesforce provides standard matching rules for business and person accounts, contacts, and leads. You can also create custom matching rules.
How can we avoid creating duplicates while importing data?
While importing records, you can use the Skip or Overwrite option to avoid creating duplicate records. The duplicate records are identified based on a particular field for each type of record.
Why is my duplicate rule not working in Salesforce?
Your duplicate rule is not working because you have blocked the Action On Create and Action On Edit. First, you have to choose to allow from the picklist then check the alert checkboxes shown in below image.
How do I enable duplicate rules in Salesforce?
From Setup, use the Quick Find box to find Duplicate Rules. To edit a rule, click the rule name, and click Edit. To create a rule, click New Rule, and select the object you want the rule to apply to. Enter the rule details, including a name, description, and record-level security settings.
Why do I get duplicate records in Salesforce?
It can happen because someone didn’t search properly for an existing records before creating a new one. It can happen because an import spreadsheet wasn’t cleaned before data was created. Regardless, duplicate records are the bane of every CRM environment.
How to create duplicate rules?
Just like a matching rule you can create a duplicate rule first by defining a name and description (optional) after you choose the object the rule is for. Next you can set the record level security. When it’s enforced it will only consider records the current user has visibility to for potential matches.
Why is data important in Salesforce?
Your data is one of the most important aspects to making your Salesforce implementation successful. When data is structured incorrectly, not complete, or simply not visible to the right people, your adoption and usability of the platform decreases dramatically. One of the common issues every customer experiences is duplicate data.
Can you manually merge duplicate records in Salesforce?
You can manually review and manually merge duplicate records in Salesforce. This is viable if you’re overall data set is pretty small. For most companies , this is simply not feasible.
What happens if you don't resolve duplicates?
Duplicates can cause: Different sales reps calling the same prospect or customer. The business to appear disorganised to prospects and customers.
What are some examples of fuzzy matching?
An example of a fuzzy match of Jennifer Smith. Jenifer Smith. Jennifer Smyth. Gennifer Smith.
Is it too late to prevent duplicate records?
If you are a new org, now is the time to put some preventative measures in place. If you are an established org, it’s not too late to start preventing duplicates.
Can you use duplicate records?
You can use the duplicate record set object to report on how well your matching rules are identifying true duplicates or if they are catching a lot of “false positives.” Although some false positives are inevitable, too many of them showing up on these reports may indicate your matching rules could be refined to better identify duplicates.
Rules for Duplicate-Free Data
Matching rules and duplicate rules work together to ensure that your sales teams work with data that’s free of duplicates. Before your reps save new and updated records, matching rules and duplicate rules provide warnings of potential duplicates. You manage matching rules and duplicate rules in Setup.
Activate a Matching Rule
We provide standard matching rules for you. If you established your instance of Salesforce for Winter ’15 or earlier, like Maria, you activate the standard rules you want to use. Maria, however, wants to activate standard rules for only accounts and leads. She has other plans for her contacts, which we cover after this procedure.
Create a Custom Matching Rule for Contacts
For contacts, Maria wants to include fuzzy matching for the Mailing Street field.
Block Duplicates with Fuzzy Mailing Streets
Before an active matching rule can do anything, you pair it with a duplicate rule. You can include up to three matching rules in each duplicate rule, with one matching rule per object.
Report on the Creation of Duplicate Accounts and Leads
Maria doesn’t block reps from creating duplicates for accounts and leads. So Lincoln wants to see the quality of account and lead data and how well the duplicate rules work. To help Lincoln, Maria sets up custom report types.
Resources
Use these resources to learn more about matching rules and duplicate rules.
Hands-on Challenge
You’ll be completing this challenge in your own hands-on org. Click Launch to get started, or click the name of your org to choose a different one.
What Comes Out-of-the-box?
Out of the box, Salesforce provides three matching rules: for Accounts, Contacts, and Leads. These alone are insufficient, because:
1. Account Exact Name
Purpose: To prevent the creation of multiple Accounts with the exact same Account name.
2. Account Name Potential Match
Purpose: to warn users of a potential duplicate where account names differ slightly.
Leads & Contacts (People Duplicates)
Leads and Contacts are a bit more complicated. Sometimes users will say “I want to prevent Lead duplicates.” Or “I want to prevent Contact duplicates.” Both great goals, but still does not solve the total duplicate problem, even in tandem.
3. Lead-to-Lead Email Exact Match
Purpose: To prevent the creation of multiple Leads with the exact same email.
4. Lead-to-Contact Email Exact Duplicate Rule
Purpose: To prevent the creation of multiple Leads-to-Contacts with the exact same email.
5. Contact-to-Contact Email Exact Duplicate Rule
Purpose: To prevent the creation of multiple Contacts with the exact same email.
