Our system always helps you to manage duplicates while working regularly with your database. Clean the existing database of duplicates and prevent new duplicates from being created, merge them instead.
Setup Duplicate Checking Rules
From the Home screen of your CRM, please navigate to Settings
On the Settings screen go to the left and scroll down to Workflow and Rules
Under Workflow and Rules, click on the Duplicate Rules option (See below)
Note: Duplicate Rule will be available to users under the administration level setup
Duplicate Rule setup Screen and its Options
At the top, there will be an object drop-down – Account and Contact. It’ll be used to choose for which object the rule is being set.
Below, there will be three rule areas. Each rule area will show 1-3 drop-downs (depending on the type of rule). The drop-downs will show fields from the selected object.
One Field – will show only one field and let the administrator choose just one field to check duplicates. E.g. See the below screenshot shows that this rule is active and by default, it is set to email.
Note: Each Rule setup section has two toggles – Active and Default. The default toggle can be turned on only for one section at a time.
Two Fields – will show two fields and let the administrator choose two fields to check duplicates. While checking duplicates, both the fields will be matched exactly.
Note: This will not be active and none of the fields will be selected by default in the system until you manually activate them. As soon as you select a value from the field drop-down menu, then the section gets activated and if a section is active, all the field drop-downs of that section need to be selected.
Three Fields – will show three fields and let the administrator choose three fields to check duplicates. While checking duplicates, all three fields will be matched exactly.
Note: This will not be active and none of the fields will be selected by default in the system until you manually activate them. As soon as you select a value from the field drop-down menu, then the section gets activated and if a section is active, all the field drop-downs of that section need to be selected.
Using the Rules
Manual data entry – While manually adding an account or contact, the system will use the default duplicate rule to check for duplicates.
Import – On the import page, after the fields are mapped, you will see the option below
Check Duplicates using section has a drop-down menu of active rules and ask the user to choose one.
Skip: Based on any of the available Rule we select to run a duplicate checking during import operation and chose the skip option so that the application excludes duplicate records from import.
Merge: System will find and merge the duplicates and update the record during the import process
Find Duplicates option under Settings
On the Settings page, click on the Find Duplicates option under Data.
This page displays all duplicate records from your existing database in CRM
You need to select the object and the active rule from the drop-down menu and click on the Check for Duplicates button. It will run the duplicate checking tool in CRM and show you all the duplicates which you can merge or delete.
