Match

Match lets you compare any list of records to your CRM by uploading a CSV or Excel file to DemandTools.

• Compare records from a different data source than exists inside your CRM
• Match objects from two different CRM systems

Common Use Cases 

• Find all contacts for a list of Account Ids
• Find all Closed Won Opportunities for a list of Account Ids
• Match an external list of customers to existing Accounts
• Pull back additional fields for a list of object Ids
• Find all campaigns linked to a specific set of Contacts or Lead
• Check if specific records exist for any object prior to importing (The Match results file can then be used in Import to update existing records (matches) and import any new records (non-matches)
• Find Account Ids prior to importing new contacts

Starting a Match Scenario

To begin a new scenario, select Match from the module list on your Dashboard.

To start from an existing scenario, select a Match scenario from My Scenarios on your Dashboard. Your object and record selection criteria will already be set for you. You can keep all settings or change them as you go.

Note: If you use DemandTools with more than one organization, such as two Salesforce orgs or a Salesforce org and a Microsoft Dynamics org, open the dropdown beside your username at the top right of the app to make sure the org selected is the one you want to match data for.

In the image below, the user is signed into a Validity Salesforce org and another Salesforce org. The Validity org, designated Currently Viewing, is the org selected for import.

Step 1: Select Records

There are three source types you can select: a Match file, a second organization, or a database. Each type is discussed below.

Choose your source file, database, or organization under Source.

Match from a file

• Make sure Match File is checked in the source dropdown menu.
• Choose the Select Match File button and select your source file.
  • Accepted file types include .csv, .xls, and .xlsx. (Make sure you are using the latest versions of .xls and .xlsx file types.)
• If your file has multiple tabs, select the tab to import from. The leftmost tab will be selected by default.
• The Select a subset dropdown allows you to optionally select a subset of records to work with.
• Records to Import lets you check that the number of records detected for import is the expected number, so you know you have imported the correct file.

Match between one organization and another

• In the source dropdown menu, select a different org from the org you are currently viewing. In the example, you would select the Salesforce org not named Validity.
• Select the object to import from, such as Account, from the object dropdown menu.
• The Select Subset option allows you to optionally select a subset of records to work with. Select Filter Records to select your subset using record selection criteria (discussed under Step 2 in this document).

Match between a database and a CRM organization

• If you need to connect a Microsoft SQL or MySQL database, open the Settings (gear icon) dropdown and select Manage Database Connections, then + Add New.
• Enter the connection name, type, URL, username, and password, then select Save and Close, and finally Close.

• In the source dropdown menu, select the database to match from.
• Select the table to match from the table dropdown menu.

Record Count lets you check that the number of records in your file is the expected number, so you know you have selected the correct file or object.

• For large jobs, check the box beside Bulk API. This option groups your records into larger batches, so it uses fewer API calls. Learn more about the Bulk API option.

Under the Object dropdown menu, select the object you want to find matches for. (You'll define what you consider to be a match in Step 2.)

• For example, select Account.

In the Record Selection Criteria section, choose Add Selection Condition to narrow down the accounts included in your search. Learn more about Record Selection Criteria.

• In this example, set Account ID to not be empty.

Fields to Show on Preview is an optional menu that lets you select the fields shown on your results page in step 3. If you don't use this menu, your results will include a subset of fields related to the object you selected, record criteria, and match conditions.

To move to step 2, choose Match Conditions.

Step 2: Match Records

In this step, you define what you consider to be matched records. Under the Import File Field and Matching Field dropdown menus, select the fields you want to match on.

Select your Comparison Type next, whether exact or more relaxed. Learn more about comparison types.

Four checkboxes let you adjust the logic for your search.

• Blank Values: Look for positive matches even when field values are blank for a given field. Please note that at least one field must have a non-blank match for a positive match to occur.
• Fuzzy Matching: Analyze words based on their phonetic value, removing vowels and analyzing the remaining consonants.
• Transposed Values: Analyze field values by reordering multiple words within each field value.
• Alpha Clean: Analyze field values by using only characters that are one of the 26 characters of the English alphabet, numbers 0-9, space, and ampersand.

You can continue to narrow down and refine your matches by adding more fields or adding match steps. To add more fields, select + Add another condition field. To add a match step, select Add Match Step.

• Matching on multiple fields acts as an AND operation.
  • For example, if you define three field names, a record must match on all three fields to be considered a match.
• Adding a match step acts as an OR operation.
  • For example, you can match on more exact criteria in earlier steps and move to looser criteria in later steps. This feature helps you catch more potential matches.

To move to step 3, select Find Matches. 

• As Match prepares your results, you can see how many records are being processed. If the results set is too large, you can cancel, then go back and narrow your search further.
• Moving to step 3 does not commit changes.

Step 3: Results

In this step, you can review which records matched and what they matched on, view individual records in your CRM, and export your data.

Your results are presented in a tab view that shows you the different overlaps between your import file and your CRM.

• Total Results (default tab): Displays all records.
• Single Record Matches: Displays only import file field records that matched to one CRM record, regardless of match step.
• Multiple Record Matches: Displays import file field records that matched to more than one CRM record.
• No CRM Record Matches: Displays only import file field records that did not match to a CRM record.

Each tab contains your import file fields, match criteria, and CRM record information.

• Input File (your import file from step 1): The fields in the import file you matched on.
  • You can expand and collapse the right carat > beside the Input File label to see all fields in the file.
• Match Criteria: The matched records from your import file, grouped by step.
  • Total Matches: Shows the number of matches regardless of user. This number can include more than one record for the same user.
  • Unique Matches: Shows the number of users within your matches by unique ID.
  • Match Step Name: Shows the name of the match step and its creation date.
  • Step: Shows the step number, with an expandable menu (triangular lines icon) allowing you to filter by step.
• [CRM] Record Info: The records in your CRM that matched based on the criteria selected in your match steps, plus the fields they matched on.
  • View in CRM: A link for each record that takes you out of DemandTools to that specific record in your CRM.

If you have a match step with many matches, that step likely employs looser criteria. As stated in step 2, looser criteria will tend to generate more matches but may not be narrow enough to get you the matches you want. More rigid criteria can often generate higher quality matches but may miss some.

You can sort by any column by selecting the label for that column. Right-clicking on any field will allow you to copy the field, with or without headers, to your clipboard.

Under the Match Criteria section, the Step column label features a small menu icon at right. This menu allows you to filter your results preview by match step.

• The step filter gives you more information about each match step.
  • Say, for example, that you have four match steps: two Lead steps, a Contact step, and an Account step.
  • Under the Step column, you will see 1, 2, 3, 4, or Final Match.
  • When you open the filter menu, you will see Lead - Step 1; Lead - Step 2; Contact - Step 1; and Account - Step 1 for the numbered steps. The additional detail helps you choose the step you want to use for filtering.
     

    Step number	Step filter
    1	Lead - Step 1
    2	Lead - Step 2
    3	Contact - Step 1
    4	Account - Step 1

The Match Results step allows live editing of your records. For each match under [CRM] Record Info, you can select a cell to edit just that record.

To finish, select Export Data, then select your export format (rows or columns) and either your total results or a subset. 

• You can select a subset according to your tab view: Single Record Matches, Multiple Record Matches, No CRM Record Matches, or a combination.
• You can also select only records that matched on a specific Match step or steps.
• Any combination of these results can be selected. If you select all, you will export your total results.

Match does not commit changes to your CRM.

If you want to re-run or schedule this scenario again in the future, open the Scenarios bar slider and select Save As, then name your scenario and select Save.