In this session we are going to discuss about duplicate management in the last few sessions.
We understood about the different proactive measures that we can implement to never org to maintain
good data quality.
We started with evaluating incoming data sources and then we understood how to enforce data entry standards
and procedures.
In that we learned about the validation rules.
The significance of validation rules in maintaining good data in the system.
We also were discussed about some of the considerations of when we must import records.
So in that line now we are going to talk about duplicate management venal maintaining clean accurate
data is definitely one of the most important things that we can do to get the most out of Salesforce.
In fact it builds that trust.
The number rustle steam and also helps us to work towards complying with the various data protection
and privacy regulations in the sense was awful as us tools for managing duplicates in other org.
And we can also track the progress in eliminating duplicates so Salesforce in itself has got some powerful
tools that help us to have duplicate records in control.
So in this concept of a duplicate management let's discuss about the concept of matching rules and duplicate
rules how to configure them and how to implement them to have duplicate records and control.
Now let's jump into our sales force develop a rock and let's consider the end time scenario considered
opportunities big any opportunity to in the system.
So this is an opportunity which is already existing in this system right.
So let me try to clone this opportunity okay.
Save the effect.
So of the opportunity I tried to clone that opportunity and I tried to say that it got saved perfectly
right.
Let me again try to clone this okay.
I did not change any of the details.
It is exactly the same.
All right.
So basically now there are three opportunity records in the system which are duplicates right with the
opportunity name us Jenny point standby generator let me again try to call on the opportunity.
So how many of the times I claim that the system is letting me to save duplicate records.
So this creates unwanted duplicates in the system this unwanted data occupies data space and it becomes
bad data so there should be some duplicate management so that we can take control of these duplicates.
So how are we gonna do that for controlling duplicates sales force has got this concept of using matching
rules and duplicate rules.
So what are matching rules matching rules.
Define what does that duplicate criteria say for example consider two records.
So how does your business say that they are duplicates.
Do you compare the name.
Do you compare the email do you compare the form.
Do you compare the type.
Or do you compare all of the fields right so that the from object to object that differs from business
to business.
Every business has guard data and criteria for defining duplicates right.
So that criteria is defined in matching rules matching rules in matching rules.
We define the criteria for identifying duplicates because first we need to tell the system like if these
fields match then they are duplicates.
Say for example leads.
If I say if the email matches if two records have the same email then it means they are duplicates.
Right so this is a simple scenario.
So this sort of matching criteria duplicate matching criteria redefining matching rules like fine leads
with the same email find accounts with the same name and same country or the same state or the same
city and defined opportunities with the same name and same type find contacts with the same form and
the same last name right.
So these are the matching criteria so those matching criteria we define in matching rules and ones we
define the criteria.
And once the system finds the duplicates say for example we have leads and that are basic.
We have defined the matching rule last.
The lead email to be the same and the ones we have this matching it all the system finds three records
with the same email for leads.
All right.
So now the system has got given us three records with the same lead IMAP now in duplicate rules.
We define what happens to these duplicate records.
So when the record is already existing in the system and they use it as trying to create a new record
basically a new duplicate record.
So what should we do.
Should we allow the user to create a new record or should we block the user to create a new record.
Or should we alert the user that the record is already existing in the system.
So what should we do.
So what should happen so that do we define it duplicate rules.
So basically the combination of matching rules and duplicate rules they former effective duplicate management
to control duplicates in the system.
Now let's go back to our developer blog and see how to configure a match and go to set up look for duplicate
management.
That would be under a data management and that will give you all the possible options for duplicate
management.
And here you would see duplicate rules and matching rules.
So first let's go to Matching rules and check it out.
Matching rules.
So when you see matching rules that are three standard matching rules standard code matching rule contact
matching rule and lead matching rules.
These are the three standard matching rules existing in default and Salesforce e that you can use these
standard rules or you can create your own custom matching rules and use it use them in the duplicate
rules.
Now you may have a question why won't the account context and leads and why not other standard objects.
Yes you know sometimes we would think that it might be better to have matching rules for other standard
objects as well.
So what.
There are many idea exchange ideas posted.
So if you had all uses of the other matching rules and if you're really need of them please go and order
for those ideas especially for opportunities many times you would need matching rules for opportunities.
And that is already an idea over there.
So go for that and say for me kind of like somebody perfect so I know ask blur what is the existing
in Salesforce.
Now we have three standard matching rules one for all the other for context the other fully now if you
want to create want custom matching rules go on the new button choose any object.
Here you would see all the custom objects out here and also for standard objects U.S. icons context
and leads.
So in our scenario let me choose instructors and give a real name unique name and a description while
we are creating this matching rule.
And basically what is the criteria out here.
I've given those details.
So basically for instructor whenever we create a new instructor of record it should check for the last
name and the position so that does the criteria.
Okay so that is just a sample criteria that I've considered here.
Still the instructor last name and matching method.
So here we need to mention whether it does the exact one or it may be based on some fuzzy logic.
So that Yeah it is.
It is applicable to some of the fields especially for the standard objects icons context and leads and
next we need to mention whether we have to match black fields say for example another does instructor
last name say for example.
There are two instructor records with the last name is blank.
So should that be considered as a match or not.
All right so when you say match black fees they would be considered all right but in our case let's
not consider fields or records with blank values.
So let me not check this.
And the second criteria is the position position.
Let me again say exact and let me not match the black fields.
So once your matching criteria is defined safe perfect.
So we have created our first matching group but it is just not sufficient that we create the matching
rule.
We should also activate the matching group.
So we have activated the matching rule.
Perfect.
So now that other matching rule is created and activated we have to go ahead and create a duplicate
tool and to use this matching rule to create a duplicate tool and make it into effect so in the upcoming
session.
Let's discuss about how to create a duplicate tool using this matching.