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Extracting Duplicate Records in Salesforce

Setting Matching Rules

1. In the Salesforce settings screen, search for Duplicate and click Matching Rules.

 

2. Click New Rule to set a new matching rule for each object.

 

3. From the pulldown menu, select the object to which the matching rule appllies.

 

4. Enter the Rule Name and Unique Name.

 

5. Now set the matching criteria. Use SOC for the Field and Exact for the Matching Method.
*The image is an example for an account object.

 

*For matching criteria for a contact or lead object, use SOC and CI Person ID for the Field and Exact for the Matching Method.

 

6. Click Activate to apply the rules.

 

Setting Duplicate Rules

1. In the Salesforce settings screen, search for Duplicate and click Duplicate Rules.

 

2. Click New Rule and set a duplicate rule for each object.

 

3. Set the Rule Name and Record-Level Security.

*Record-level security specifies how matching rules it the organization's sharing rules determing records to be compared.

  • Enforce sharing rules
    This compares only records that the user has access to, and the created list of possible duplicates only includes such records.
  • Bypass sharing rules
    This compares all records regardless of user access permissions, but the created list of possible duplicates only includes records that the user has access to.

 

4. Add a checkmark next to Report to check for duplicate records in the Salesforce report.

 

5. Define the matching rules in the settings.

*The image is an example of a matching rule for an account object. Define matching rules for each contact or lead object.

 

6. Click Activate to apply the rules.

 

Creating Report Types

1. In the Salesforce settings screen, search for report type and click Report Types.

 

2. Click New Custom Report Type.

 

3. For Primary Object, select the object for which duplicate records will are displayed as a report.

*The image is an example of an account object. For reports for contact or lead objects, specify each object.

 

(Click to relate another object)

 

4. To display records existing in the primary object in the report, in A to B Relationship, select Duplicate Record Items.

 

5. Click Edit Layout and select the fields to be displayed in the report.

 

6. Select Duplicate Record Items Fields from the pulldown menu, and click Add fields related via lookup.

 

7. Put a check next to all of the fields and click OK.

 

Creating Reports

1. Click New Report to make a new report taht lists the duplicate records that exist in each object.

 

2. Choose the report type you just created.

*The image is an example of an account object. For reports for contact or lead objects, specify the report type for each object.

 

3. Set the following three criteria.

  • Show Me: All accounts
    *For reports for contact or lead objects, specify each object.
  • Last Modified Date: All Time
  • Duplicate Record Set: Record Count: greater than 1

 

Merging Duplicate Reports

1. In the report result list created in Create Reports, click the record name to move it to the corresponding duplicate record.

 

2,. Click View Duplicates to merge duplicate records.

 

3. Put a check next to records for which you want to merge duplicates and click Next.

 

4. Select the field value that will become the master after merging duplicate records and click Next.

 

5. Click Merge to merge duplicate records.

 

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