Tackling Duplicates in Your Salesforce Marketing Database: Finding & Merging Duplicate Leads
- Create a Custom Report Type. Go to Salesforce setup, and search for ‘Report Types’. ...
- Relate Report Objects. On the next page, find the dropdown in the ‘B’ box, and select ‘Duplicate Record Items’ from the dropdown box.
- Create the Report. Hop out of setup and back into the main interface. ...
- Grant Access to Users. ...
- Stamping out those Dupes! ...
Full Answer
How do I create a duplicate record item in Salesforce?
Store in the ‘Administrative’ category. Select ‘Deployed’. On the next page, find the dropdown in the ‘B’ box, and select ‘Duplicate Record Items’ from the dropdown box. Keep the A to B Relationship as ‘Each “A” record must have at least one related “B” record.’
How to find&merge duplicate leads in Salesforce Marketing database?
Tackling Duplicates in Your Salesforce Marketing Database: Finding & Merging Duplicate Leads 1 Step 1: Create a Custom Report Type. Go to Salesforce setup, and search for ‘Report Types’. Click ’New Custom Report... 2 Step 2: Relate Report Objects. On the next page, find the dropdown in the ‘B’ box, and select ‘Duplicate Record Items’... More ...
Why is it important to avoid duplicates in Salesforce?
Creating an environment free of duplicates keeps your sales teams on their A-game, and sales management informed on the quality of their data. Use these resources to learn more about matching rules and duplicate rules.
How to remove duplicates in report?
Remove duplicates in report. 1 Open your report in edit mode. 2 Navigate to username field and click the down icon as shown in screenshot. 3 Click 'Group by this Field' link which will result into grouping based on username.
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How do I clean up duplicates in Salesforce?
In Salesforce Classic Click + (All Tabs) on the Navigation bar. Search for Duplicate Record Sets. Select the Duplicate Record Sets that need to be deleted. Click the Delete button.
How do I filter duplicates in Salesforce?
How to configure duplication rules:Go to Setup, in the QuickFind type Duplication Rules.Select New Rule and the object you want.Enter a name and description.Select the record-level security required: ... Set the action you want to happen when records match.More items...
How do I mass delete duplicates in Salesforce?
Steps to delete Duplicate Record Set from your organization Click Export. 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.
How do I check for 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 I report duplicates in Salesforce?
In Setup, use the Quick Find box to find Report Types.Create a report type, selecting Account, Contact, Lead, or Duplicate Record Set as the primary object. ... Click Next.Relate Duplicate Record Items to the primary object that you selected.More items...
Can you filter out 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.
How do you prevent duplicates in database?
You can prevent duplicate values in a field in an Access table by creating a unique index....In the SQL, replace the variables as follows:Replace index_name with a name for your index. ... Replace table with the name of the table that contains the field to be indexed.More items...
What is duplicate rule in Salesforce?
A duplicate rule defines what happens when a user views a record with duplicates or starts creating a duplicate record. Salesforce provides standard duplicate rules for business and person accounts, contacts, and leads. You can also create duplicate rules.
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 find duplicates in Salesforce lightning?
In Setup, use the Quick Find box to find Lightning App Builder. On accounts, contacts, or leads, add the Potential Duplicates component. Select how you want to alert sales reps to duplicates. You can't add the Potential Duplicates component to custom objects.
How do I find duplicate records in SOQL?
There are three SOQL clauses that are important here.GROUP BY. Groups a set of records by the values in the field you are passing. An optional clause in SOQL queries. ... HAVING. An optional clause in SOQL queries. ... COUNT(FieldName) Another optional clause in SOQL queries.
How do you prevent duplicates in Salesforce?
Block sales reps from creating duplicate leads. In the Standard Lead Duplicate Rule, select Block instead of Allow. With the Standard Lead Duplicate Rule set to block duplicates, a rep can click to view duplicates of leads but can't save a new lead.
What is Salesforce duplicate?
Salesforce duplicates are records within your database that share data with another record. These records might be 100% carbon copies of another record or may be partial duplicates that contain only some duplicate information, such as email addresses, phone numbers, or names.
How does duplicate data end up in Salesforce?
There are a few different ways that duplicate data can end up in your Salesforce database: Import and export errors. When you move data around between platforms, there are likely to be some errors. Records being duplicated are one of the most common types of import and export errors.
What is Insycle in Salesforce?
Insycle makes Salesforce, HubSpot, and Intercom duplicate management easy. Using Insycle, you can fix existing duplicates and prevent duplicate records from hitting your database in the first place. Our smart duplicate detection system is able to identify duplicate records using a wide variety of data fields. You can use our system for a one-time data cleanup session, or schedule ongoing automated Salesforce deduplication on a daily, weekly, or monthly basis.
What does it mean when a customer fills out a Salesforce form?
That means that when a customer fills the form out, a new record is automatically created in the database.
How long between filling out a form?
There may be weeks or months between each time they fill out the form. They may not even remember filling it out the first time. Still, they want more information or want to be contacted by one of your reps, so they fill it out. That can lead to duplicate records. Human error by your staff.
Does Salesforce have duplicate management?
While Salesforce does come with some duplicate management features , their built-in options are often not enough for larger companies that may be dealing with hundreds or thousands of duplicate entries.
Is Salesforce all knowing?
Salesforce, HubSpot, and Intercom might have back-ends that are smart, but they aren't all-knowing. They aren't always able to determine when a record is a duplicate of another record. They don't have the deep merging capabilities that Insycle brings to the table.
How to know if there are duplicate rules?
The only way to know is to execute the Datacloud.FindDuplicates.findDuplicates () method. If there aren’t any active rules, then an exception will occur, and you’ll need to catch it.
Is there a silver bullet for duplicates in Salesforce?
As much as we’d love it, there is no silver bullet for duplicates. As long as you’re working with and collecting data, your organisation will need a process to dedupe it.
Step 2: Relate Report Objects
On the next page, find the dropdown in the ‘B’ box, and select ‘Duplicate Record Items’ from the dropdown box.
Step 3: Create the Report
Hop out of setup and back into the main interface. Go to the Reports tab, click ’New’ report, and search for the report type you created.
Step 4: Grant Access to Users
Who needs to report on duplicates? Is it a group of users, or individuals?
Step 5: Stamping out those Dupes!
Depending on how your Duplicate Rules have been setup, users should be alerted on screen when duplicates arise. This is in the form of a banner message, and visible also in the Potential Duplicate Component (you will need to add this to your Lightning Record Page Layout).
Summary
Duplicates are nasty. Duplicates are a problem for all marketers, splitting a Prospect’s profile across several records (leaving gaps or causing conflicts), and of course, skewing Engagement Metrics.
Why is Salesforce accumulating duplicate leads?
Duplicate data usually means that there’s some bad practices in your sales process or that staff aren’t checking to see if a contact or lead already exists. Companies rarely spend a lot of their time focusing on the data and how clean it is within their systems, but data can be a huge asset when making business decisions. Bad or duplicate data can result in a lot of time wasted by sales staff.
Is it a one time activity to remove duplicates?
Removing and preventing duplicate is not a one time activity – it’s always going to take some time, but with standardized data and consistent business logic it can become a lot less time consuming over time. If you have the budget, I strongly recommend looking at some of the AppExchange products that are available in the Data Cleansing category.
Does Salesforce allow duplicates?
Salesforce has a solution for duplicate management that works okay without additional expense, but as mentioned above it basically doesn’t allow duplicates in. The Salesforce Duplication rules define what to do when duplicate records are created in Salesforce. For each rule, there needs to be at least one matching rule. Basically, this tells the platform what to do when a duplicate exists.
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.
