A scenario is a configuration of steps and settings for each module. Whenever you select a module and go through each of the steps, you are creating a scenario.
Saved scenarios are one of the most powerful tools in your inventory.
- When you save a scenario, you can run it again at any time you wish, using the same module, object, conditions, and field mappings you originally chose.
- You can use prebuilt scenarios created by Validity for common use cases.
- Any scenario can be used as a jumping-off point. You can load a saved scenario, then make changes to it as you go.
- You can also schedule existing scenarios to run at regular intervals. Learn more in Schedule Jobs.
- Scenarios are automatically shared so other users who have access to your organization in DemandTools can run them. You can also share your saved scenarios to your other organizations.
You can access saved scenarios, including Validity-created scenarios, in two places:
The Scenarios table on your Dashboard
The Scenarios slider bar in any module
Your saved scenarios are listed in this table on your Dashboard. Use the Schedule button to schedule any scenario to run one time or at regular intervals. Learn more in Schedule Jobs.
To organize your scenarios:
- You can filter scenarios by clicking any of the column headers on the table or by using the dropdowns above the table to filter by Module, Object, or Created By
- Using the "Search Scenario" option will also filter down your scenarios by keywords
- Star your favorite scenarios for easy retrieval
At the far right of each scenario is a menu with three vertical dots. Opening this menu gives you these options:
- Details: tells you the module, CRM object, and record selection criteria for the scenario, as well as who created it and when it was created
- Rename: allows you to rename the scenario
- Delete: permanently deletes the scenario and removes it from your dashboard
- Share to an organization: lets you share a scenario across different CRM organizations
- Share to DupeBlocker: lets you share a DemandTools Dedupe scenario configuration to DupeBlocker within your Salesforce org. Learn more about sharing scenarios to DupeBlocker.
Scenarios Slider Bar
Each module features a button near the top right of the screen labeled Scenarios. When you select it, it expands to reveal four options.
- Load: displays all saved scenarios for this module so you can select one to load
- Save: saves current settings to the loaded scenario
- Save overwrites settings for any loaded scenario, whether built by you or not, so only save to the current scenario if you are sure you want to alter it.
- Save As: saves current settings to a new scenario
- Clear: deletes all settings in the current scenario and returns you to step 1
- You will lose your progress in the module, so only select Clear if you are sure you want to start over.
Prebuilt vs. Custom Scenarios
Validity has created several scenarios for your use. You can use any that make sense for you, or you can create your own scenarios and never use the prebuilt ones. You can also begin from a prebuilt scenario and change it to better meet your needs.
- Each scenario is tied to your organization. If you save changes to a prebuilt scenario, that scenario will be altered for your entire organization, but not for any other organizations.
- If you make changes to a prebuilt scenario, Validity recommends using the Save As function in the Scenarios slider bar to give that scenario a new name. This keeps the descriptions of each scenario as accurate as possible.
- Make sure the scenario you use makes sense for your organization. If you’re processing a list of contacts from France, for example, transforming phone numbers to a North American format is unnecessary.
Rigid vs. Loose Criteria
In prebuilt scenarios, criteria for selecting records in the Dedupe, Match, Reassign, and Convert modules can range from rigid to very loose. You can use the same strategy as these prebuilt scenarios for setting comparison fields and conditional operators.
Use a multi-pass strategy for identifying duplicates.
- Start with very rigid criteria and match on multiple fields.
- Rigid criteria means matching on at least 4 or 5 fields and using strict mapping types.
- Loosen criteria by matching on fewer fields and choosing less strict mapping types.
- Loosen criteria with each pass.
- This strategy will help clean up the duplicates in a quicker, more efficient manner.
Examples of mapping types, from more to less strict, include:
- Rigid: For open tasks within an account, IsClosed = False
- Semi Rigid: For contacts within an account, Account.ID = Exact
- Loose: For contacts between accounts, Email = Exact
- Very Loose: For contacts within an account, FirstName = First X Letters
When you create a scenario, it is automatically shared to all users in your organization. If you have access to more than one organization, you can choose to share your scenario to those users as well.
- In the top right of your screen, expand your Account Information tab. This will show you which organizations you are logged into.
- Log into the CRM account where you wish to share your scenario. Do not log out of your current CRM account.
- Once you are logged into both accounts, go to the Scenarios table and find the scenario you want to share.
- Open the menu with three vertical dots and select Share.
- Choose the organization you want to share this scenario to, then save and close.
Check the box beside each scenario for which you want to apply a bulk action. Then select Share or Delete.
- Sharing requires that you select a target organization, such as a sandbox account.
- You can also overwrite scenario and winner/field rules if they already exist.