Step 4: Finding Matches, Reviewing Results, and Executing the Conversion
The final step will be to find and display the matches based on the criteria specified in the previous steps. Users should review all matches for accuracy, and then check the Leads that should ultimately be converted.
Some users may not want to actually process the actual conversion but instead populate a custom field on the Lead object with the matching Account ID. That way when a user is ready to manually convert a Lead in the Salesforce User Interface they already know which matching Account they should convert the Lead into.
When using the Populate AccountID option it is best if the custom field is a direct lookup field to the Account vs. a text field. That way when viewing the Lead record in Salesforce, the user will be able to see the actual Account Name vs. just the Account ID.
Capabilities within the results grid include:
- Grouping the results by any of the columns in the grid
- By default, the results are grouped by Step
- Inline editing for any of the field data shown in the grid
- Expanding Lead rows to show the matched Contact/Account record(s)
- Finding data in a particular column
- Viewing the Lead, Contact or Account record directly in Salesforce
- Moving an "invalid" match to the Final Match Step (create new records vs. merging into an existing record)
- Checking ALL, by group, by match type, or specific Leads for conversion
- Exporting grid results to separate match files by object (Contact/Account) and final match
- Creating a Match Report summarizing matches by step
- Populating a user defined custom field on the Leads with their matching Account ID (without having to execute the conversion)
In order for Leads to be processed either via or
they must first be CHECKED.
Populating the Account ID on Lead Records (Optional)
In some cases users may just run the Lead Conversion module to IDENTIFY, but NOT CONVERT any matching records. An option is available DIRECTLY WITHIN the Lead Conversion module to take any matched AccountID's and directly populate them to a user created custom field on the Lead record.
Begin by checking the Use box for the Leads to be updated using one of the following 4 options:
- Manually check individual Leads
- Right click on a group to check the entire group
- Use the Check Leads button to check all Contact and/or Account Matches
- Pick a selected group of Leads by checking Use on the the first desired record then hold down the shift key and scroll down to the last desired Lead record and check Use
1. Select Populate AccountID to bring up a window with a list of Leads fields to choose from
2. Pick the Lead field to populate with the Matching Account ID
- Any lookup fields to the Account object will be at the top of the list and pre-selected
- Can change the selection to any other Account lookup field or text field
3. Click the Add Account Id's button to process the update
- Will get a pop-up indicating how many Leads will be updated, click OK
- When complete, a completion window will pop up with links to the restore file and logfile
Once the update is complete, users can either exit the module, or continue on to converting Leads. Typically users would not choose to convert the same Leads they just populated with the Account ID (but could if wanted/needed for some reason), but they may want to have SOME Leads have the ID's populated and other Leads converted (e.g. Populate for matched records, and convert all Final Matches).
Executing the Conversion
DemandTools uses Salesforce conversion code to perform the actual conversion. There is not an option to "custom" convert or combine data when converting Leads like there is with Single Table Deduplication. Information from the Lead is inserted only into blank fields; Salesforce does not overwrite existing Account and Contact data.
Please test your conversion scenarios thoroughly before converting a large number of Leads, as there is NO automatic "undo"/"rollback" option and NO restore files are created. If you have a Salesforce sandbox, we recommend that you test in this environment first before converting your production data. It is also highly recommended that a full backup of the database be taken before performing a large scale conversion.
To process the conversion, begin by checking the Use box for the Leads to be updated using one of the following 4 options:
- Manually check individual Leads
- Right click on a group to check the entire group
- Use the Check Leads button to check all Contact and/or Account Matches
- Pick a selected group of Leads by checking Use on the the first desired record then hold down the shift key and scroll down to the last desired Lead record and check Use
When ready click in the bottom right. A pop-up will be shown indicating how many records will be converted along with a warning that the conversion cannot be undone. Select Yes to process.
- By default, records will be converted in batches of 10 at a time
- The batch size can be raised or lowered (from 1-100) via the Default Lead Convert Batch Size in the DemandTools Options menu
- Larger batch sizes can result in Apex governor limit errors if there is a lot of custom Apex code in the organization
- Users will need to adjust the batch size accordingly
