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Duplicate Management in Salesforce.com


Abstract

To maintain a clean and accurate data in an organization, Salesforce introduced a new concept called Salesforce Duplicate Management with Data.com.  This feature provides an effective solution to control whether to allow duplicate records or not in Salesforce as well as when to allow such duplicates.  The feature supports following 3 objects:

  • Lead
  • Contact
  • Account

Here, we will discuss how to create a matching rule  and duplicate rule for Lead.

Login To Salesforce

  1. Go To: login.salesforce.com.
  2. Enter your  login credentials in the Username and Password fields.
  3. Click [Login to Salesforce] button.

Create Matching Rules

Please follow the below steps to create Matching Rules:

  1. Click Setup -> Data.com Administration
  2. Click -> Duplicate Management -> Matching Rules -> New Rule

  1. Select the object to which this matching rule applies and Click Next

  1. Enter the Rule Name, Description and Matching Criteria (Which fields need to be compared with existing records)

Note: If the Match Blank Fields checkbox is true, then the records with same existing Last Name, blank Email and blank phone fields will be considered as duplicate.

  1. Click Save and Activate it.

Create Duplicate Rules

Please follow the below steps to create duplicate rules:

  1. Click Setup -> Data.com Administration
  2. Click Duplicate Management  -> Duplicate Rules -> New Rules (Select Lead in the drop down)

  1. Fill in  the following fields:
  • Rule Name
  • Record level security

o   Enforce Sharing Rules – It will obey Sharing Rules of Lead.

o   Bypass Sharing Rules – It won’t obey Sharing Rules of Lead.

Action Section

  • Action on Create

o   Allow  – It will bypass the warning and create duplicate records.

o  Alert – It will display warning message.

o  Report – It will create Duplicate Record Set.

o   Block  – It won’t allow to create duplicate records.

  • Action on Edit

o   Allow  – It will bypass the warning and create duplicate records.

o  Alert – It will display warning message.

o Report – It will create Duplicate Record Set.

o   Block  – It won’t allow to create duplicate records.

  • Alert Message – It is User defined messge.

Matching Rule

  • Compare Leads with (Select Lead from the drop down)
  • Matching Rule (Select the Matching Rule, which is created above)

Condition

  • Conditions are optional. If you add the condition,  the records meeting this criteria are considered for duplicate check.
  • If you are not adding the condition, then all the records will be checked for duplication.

  1. Click Save and Activate it.

Result

  1. Action on Save

  1. Action on Edit

Pros and Cons

The Duplicate Management with Data.com feature in Salesforce will increase the quality  of the data and reduce the amount of time needed for custom coding to prevent duplicates. However,  this feature is available only for the Lead, Contact,  and Account objects. Custom Objects and Person accounts are not supported.