Contacts With Same Name but Different Account Not Uploading to Salesforce
The Practice'due south and Don'ts of Indistinguishable Management in Salesforce Part I
Continue yourself and your arrangement out of trouble by following these important do's and don'ts to forestall and reduce indistinguishable records in your Salesforce org.
All organizations tin can benefit from a expert Salesforce Indistinguishable Management Strategy, as my colleague Pete wrote in a previous post. Today nosotros are going to take a deeper dive into some of the all-time practices and mutual mistakes to avoid when setting up and maintaining duplicate direction in Salesforce.
Do: Create and Implement a Duplicate Management Program
Define What a Duplicate Record Actually Is
The specific criteria for what constitutes a duplicate tape in your system will vary depending on what type of data your system collects, equally well as your specific needs and processes. Ask yourself — what fields do yous e'er cheque to decide if a record is a duplicate? Keep in mind information technology may be different for each blazon of record. For example, two organization accounts with the same proper name may be a duplicate only two contacts with the same name may non be (and vice versa).
Decide the Sources of Duplicate Records
Most probable duplicates are entering your system from both internal and external sources. External sources may include online forms such equally subscribing to a newsletter or volunteer sign up course, or an externally integrated system for donations, events, marketing etc. Internal sources would primarily consist of manual data entry and data importing.
Set Realistic Goals for What Success Will Look Like
Information technology's important to remember that as much as we'd all love a indistinguishable-free world, that only does not exist. Determine an adequate number of duplicates that can be reviewed and merged past a staff member on a regular basis. Create a programme to reduce the number of duplicates that will need to be managed by focusing on solutions for your most common sources of duplicate generation.
DON'T: Neglect User Feel or Training
Don't overlook the effectiveness of user experience and preparation as your first line of defence to prevent duplicates from coming into the system in the first place.
Don't Overlook Salesforce Search
Go familiar with Salesforce search and apply it often. Merely training users to ever search before creating a new record (and reminding them regularly so they don't forget!) tin get a long way. The Salesforce Global Search feature has Salesforce's AI-powered product Einstein built in which will return records with like names and even nicknames, such as Bill for William. In addition to searching for contacts by name, you tin can search by company, mailing address, and phone number, just to proper name a few. Take your search queries to the next level past combining search terms (e.g. Carol Smith NY) or using wildcards and operators (e.g. C* Smith).
Search for names similar to Lisa or Bob with last names beginning with the letter B in New York
Don't Skip Data Cleansing Before Importing
If you lot have several users regularly importing data in the system, consider centralizing data loading as much equally possible and ensure users responsible for the imports have received adequate training. Clean data imports are crucial to keeping data integrity intact and then you lot'll want to spend some time to ensure your import file is equally clean as possible.
You can use Excel to find and remove indistinguishable data from spreadsheets earlier importing. Moreover, by standardizing the formatting of addresses and telephone numbers, you'll not only brand your data expect prettier only besides catch duplicates that may be missed otherwise.
Last only not least, it is an important best do to always perform a arrangement backup earlier import. Remember, while Salesforce has the power to delete records - there is no undo option!
Don't Neglect or Forget to Regularly Review and Update Page Layouts
Streamlining page layouts is another fashion to see immediate benefits by making data entry easier and providing an enhanced user experience. Page layouts and Lightning folio layouts should take a consistent construction across objects and record types with variations only where relevant and helpful. Record pages that are hard to navigate lead to poor data entry practices which can quickly consequence in inconsistent data that ends upwards being duplicated elsewhere in the system.
DO: Take Advantage of Native Duplicate Direction Tools
Add the Potential Duplicates Component to Page Layouts
This helpful tool can exist added to the lightning page layout for Account, Contact and Pb records. You as well have the ability to display a temporary toast message.
Contact tape with potential duplicates component and toast message
Customize and Activate Matching Rules and Indistinguishable Rules
Used properly, these tools will exist your best friends for managing indistinguishable records on an ongoing ground and they already exist in your Salesforce org right now! Permit's look at the difference between the two and how they work together to find and prevent duplicate records.
- Matching Rules define the criteria for what is considered a duplicate record. This is where you identify the individual fields that you want to check against to find a match. You have the ability to choose an verbal or fuzzy matching method which will dictate how strictly the matching criteria volition be used when comparing fields, besides as the option to match on bare fields.
- Indistinguishable Rules define the action that occurs when a user attempts to create a duplicate record. Each duplicate rule requires at least one matching dominion to place which existing records are possible duplicates. This is where you lot can cull to allow or block duplicate records from existence created, warning the user when they are potentially creating a duplicate, and create a record of that duplicate in a duplicate record set.
Yous need both Matching Rules and Indistinguishable Rules in order to utilize Salesforce Duplicate Direction. Once yous have your rules fix, don't cease with just Accounts and Contacts, yous create custom Matching Rules and Duplicate Rules for almost whatsoever object including custom objects! You can besides use cross-object matching such as checking Atomic number 82 records with Contacts.
Of import Annotation to Nonprofits: The Standard Contact and Account Matching Rules that come with Salesforce are not recommended to use with NPSP so you'll desire to utilize Custom Matching Rules instead. Check to run into if your org already has the "NPSP Contact Personal E-mail Match" Matching Rule otherwise create ane by matching on First Proper name, Terminal Name, and Personal E-mail. You tin create additional rules around Work E-mail, Dwelling house Telephone, Mailing Address, etc.
For Accounts, it's rubber to use the Standard Account Matching for Organizations just you lot'll desire to create a Custom Matching Dominion for Households and add together a condition to each Duplicate Rule to specify which Account Record Type each rule should be associated with. 
Custom Household Account Matching Rule with matching criteria: Formal Greeting AND Billing Street AND (City OR Naught OR Household Phone)
Custom Household Account Duplicate Rule with condition that Account Record Type Equals Household Account
Track Down Potential Duplicates with Duplicate Jobs (If You Have It)
Matching and Indistinguishable Rules are great for finding and preventing future duplicates inbound the arrangement, which yous tin monitor with indistinguishable record reports , but they won't help you detect whatever existing duplicates that were created before you activated the rules. This is where Duplicate Jobs come in! Released in Spring 18, Indistinguishable Jobs tin can scan your entire org to find potential duplicates in mass based on a Standard or Custom Matching Rule.
Unfortunately, Indistinguishable Jobs are only available in Performance and Unlimited Editions, or by purchasing Insights Platform Data Integrity , an add-on product specifically for nonprofits. If you believe, like we exercise, that more orgs should take access to this powerful duplicate management tool, bring together usa in voting for Lightning Duplicate Jobs for Enterprise Edition on the Salesforce IdeaExchange. This functionality is too skillful not to share with everyone, peculiarly nonprofits!
DON'T: Fix Rules that Will Result in Information Loss
When configuring Salesforce Duplicate Management information technology's important to understand how it will impact information coming into your system from all sources, especially 3rd political party applications. This is peculiarly relevant when it comes to the Block and Alert settings on Indistinguishable Rules as both of these options could completely block records with match criteria attempting to enter through the API such as spider web-to-lead submissions, data imports, and integrations. Even worse - you could potentially lose that data completely if information technology is not beingness captured in another organisation!
Luckily, there are a few solutions you could utilise to mitigate this issue. The simplest solution is to fix all your Duplicate Rules to Let and Study only. This will allow data to enter the arrangement without restrictions and still go on a record of all the duplicates that were identified for you to review and merge after the fact. Alternatively, if you lot would like to continue to use the Block or Alert settings for internal users performing manual data entry, you can set up ii of each Duplicate Rule and set the conditions for each based on the User Profile. This way you lot'll still be able to study on all potential duplicates coming into the system and avoid potential data loss. 
Duplicate Rule with condition to exclude Users with Organization Administrator and Integration User Profiles
It's important to note that some apps, like Classy , take recommended settings for Matching and Duplicate Rules (e.m. alarm is required for enhanced matching). Other apps, like Veevart , take requirements for things you should Not set in Matching Rules (e.yard. Matching Rules cannot have alerts turned on). To sum up, information technology's critical that you accept your third political party applications into consideration as yous create rules for your particular apply cases.
Conclusion
While information technology'southward impossible to eliminate duplicates completely, following these tips will help ready you upward for success and relieve a headache downwardly the road. Stay tuned for our next article The Do's and Don'ts of Indistinguishable Direction in Salesforce Function II where we'll hash out important considerations for managing and merging existing duplicates in your arrangement.
What are some of your pinnacle do'southward and don'ts to follow when managing indistinguishable records in Salesforce? Desire to share your experiences or opinions? Tell me virtually them on the Salesforce Trailblazer Community , or tweet directly at me on Twitter @SalesforceAF .
Source: https://www.arkusinc.com/archive/2022/the-dos-and-donts-of-duplicate-management-in-salesforce-part-i
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