Resolve and Prevent Duplicate Data in Salesforce
- Learning Objectives. Explain the difference between matching rules and duplicate rules. ...
- Rules for Duplicate-Free Data. ...
- Activate a Matching Rule. ...
- Create a Custom Matching Rule for Contacts. ...
- Block Duplicates with Fuzzy Mailing Streets. ...
- Report on the Creation of Duplicate Accounts and Leads. ...
- Resources. ...
Why are there duplicate records in my Salesforce data?
It can be really easy to get duplicate records into 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.
How to create a duplicate rule in Salesforce?
A Duplicate Rule defines what the system should do when it finds a potential duplicate. 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.
Is it possible to prevent duplicate records?
It’s not an exact science, of course, and it’s inevitable that some duplicates will get created and some housekeeping will need to be done around those duplicates, but let’s see if we can keep those to a minimum. Being proactive in preventing duplicate records will pay off significantly and save you hours in cleanup efforts and lost productivity.
How can I use the duplicate record set object to report?
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.
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 there a process in place to review and remedy?
No process in place to review and remedy. These factors can have a direct impact on the business bottom line. It is essential to implement a duplication management strategy for your Salesforce instance, to avoid future problems.
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.
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.
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.