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)
Finding Matches
To initiate the search for matches, click in the bottom right.
Data needs to be downloaded from up to 3 objects (Leads, Contacts and Accounts), evaluated for matches, then retrieved for display to the grid. This can take some time depending on how many records need to be searched. Download status boxes for each object will be shown to indicate progress.
Once the search is complete, it will display the Lead records/fields and indicate which step they matched in. To review the matching Contact(s) or Account(s) click to the + to the left of the Lead record.
Users can toggle back to Step 3 to review their matching steps WITHOUT having to rebuild the grid when going back to Step 4. HOWEVER, if any changes/tweaks are made to the matching steps, user MUST re-select the Find Matches button to insure the results are updated accordingly. (A pop-up will indicate the need to click Find Matches again)
Reviewing Results
Working With Columns
- Resize as needed by dragging the column divider to the desired width
- Re-order from the default order as defined in Step 2 by dragging and dropping to the desired location
- Sort the data within a column by clicking on the column header
- Data will be sorted WITHIN the match step only
- Find data in a particular column by right clicking on the column header and selecting Find in this column and enter the data to search for
1. Control Columns Added to the Grid
- Use: Check this box to have this record processed when Populate AccountID and/or Convert Checked Leads is selected
- Step: Specifies the step the Lead was matched as defined in Step 3
- The results are grouped by this column by default
- Matched Object: Specifies whether the Lead matched an existing Contact or Account, or did not match any existing records (None)
2. Fields to Display as selected in Step 2
Working With Groups
- It is beneficial to organize the results by group for easier analysis
- By default data is grouped by Step, but users can add additional grouping or change grouping by dragging columns just above the column headings
- Group headers will display the Step Name (or other column data if customized) and indicate the number of records in the group in parenthesis
- Right click on the group heading to check/uncheck or expand/collapse a group
- Groups can also be expanded/collapsed by clicking the + or - to the left of the group heading
Working With Leads
All Leads that matched existing records, or are flagged to create new Contacts/Accounts, will be shown in rows in the results grid. If Do Nothing was selected as the Final Match condition, any Leads that DID NOT match existing records will NOT be in the results grid as they will be staying as Leads and will NOT be converted.
- The Lead field data is shown indicating which Step it matched in along with the matched object (e.g. Contact, Account, None)
- Click to + to the left of the row to show matching Contact/Account data
- Fields shown will be any fields used in the matching step along with any fields selected to be displayed in Step 2
- Click
icon to bring up the record in the Salesforce user interface
- To find a particular Lead in the grid, right click on a column header and select the find option
- If more than one matching record was found for a particular Lead, the record chosen by the Default Record Selection option in the matching step will be indicated by a check mark
- If a match is deemed to be "invalid", users can right click on any cell in the Lead row and select the option Move to Final Match
- This will result in the Lead being converted to a New Contact/Account (per the Final Match setting in Screen 3) vs. converting the Lead into the existing "matching" record
Edit Field Values
The results grid allow for inline editing of field data on the Lead, Contact or Account records.
- To activate inline editing, either double-click in a cell and select Update Value in Salesforce or right click on a cell
- Type the desired value and click Update Value
- There is also an option to Copy data in a cell for pasting into another cell
Grid Controls
Various options are available for working with the results as a whole, as well as displaying information regarding overall counts of how many total Leads are in the grid and how they will be converted.
1. Grid Display: Options for viewing the records in the grid
- Expand/Collapse All: Allows for expanding and collapsing (click all + signs) all Lead matches to show the matched Contact/Account data
- Single Lead matches can also be expanded by clicking the + to the left of the Lead row as indicated in the Working With Leads section above
- If the grid is grouped, entire groups can also be expanded by right clicking on the group header as indicated in the Working With Groups section above
- Repeat Headers: When checked, the Lead column headers will be shown above each Lead that is expanded vs. just at the very top of the grid making it easier to identify each individual Lead match
- Fit Grid: When checked, will resize all columns to fit within the grid view window
- When unchecked, all columns will be a standard width and a scroll bar will be provided to see additional columns that are beyond the grid view
- Color Owners: When checked, color codes owner name (if selected as a field to show) based on active (green), inactive (red), queue (peach), or portal/partner owned (purple)
- Color Matches: When checked, color codes all MATCHED fields in purple allowing for easier identification of which fields should be double-checked for good matches
- Fields will be color coded for Leads and any matching Contacts/Accounts records
- Note: Only works with Contact and Account Match Steps, e.g. does not work with "Select from File" or "Select from DupeBlocker" tabs
2. Check Leads: By default all records are UNCHECKED for processing when the matches are found. Check the Leads that should be converted when is selected (lower right).
Click the drop-down arrow on the right and select the desired option.
- All: Check all Leads in the grid
- None: Uncheck all Leads in the grid
- Contact Matches: Check all Leads in Contact Match Steps
- Account Matches: Check all Leads in Account Match Steps
- Final Matches: Check all Leads in the Final Match Step
3. Export: Options to export the Lead match data to a spreadsheet Click the drop-down arrow on the right and select the desired option.
The All/Checked Matches allows picking a desired file type (e.g. xls, xlsx, accdb, dbf, csv, xml, tab, sql).
- All Matches: Exports all records in the grid.
- See below for details about the 4 columns included in the export file.
- Checked Matches: Only exported checked records.
- See below for details about the 4 columns included in the export file.
- Formatted: Exports all records to a formatted XLS file which looks like an expanded grid retaining grouping and includes Contact and Account data as well.
- This file is designed for reviewing matches only vs. using it to manipulate records in another module.
The All/Checked Matches options will also result in up to 3 total export files being created, one for each Match Type (e.g. Contact Matches, Account Matches and Final Matches).
- File names will be the name provided by the user followed by an underscore and the match step type (e.g. Contact, Account, FinalMatch).
- Each file will contain 4 columns: Use (True/False: checked or not for processing), LeadID, MatchID (ContactID or AccountID or blank for FinalMatch files), and SelectedMatch (True/False: if there are multiple matching records this column will indicate which record was checked to convert the Lead into)
The All/Checked Matches file are formatted to easily be used with the Select from File tab in Screen 1, if they need to be converted at a later date after further review. When using these files the LeadID and MatchingID fields will be auto-populated when the file is selected.
If wanting to populate a custom field on the Lead with the matching Contact ID, this file can be read into MassEffect to update the Leads (the Populate AccountID button can be used to do this directly in the Lead Conversion module to populate a Lead field with the Account ID). If needing to pull ANY ADDITIONAL data from the matching Contact/Account records to populate on the Lead, these files can be read into Find/Report ID's to grab the data, then use the results from Find/Report ID's to update the Leads in MassEffect.
4. Conversion Status: Displays the count of CHECKED Leads that will be converted (counts will be blank until at least one Lead is checked).
- Leads to convert: Total number of Leads checked for conversion
- Contacts to create: How many NEW Contacts will be created when the Leads are converted, based on new Contacts created from Account Matching Steps and the Final Match Step
- Accounts to create: How many NEW Accounts will be created based on Final Match Step
Note: When there are 10,000 or less Leads in the grid the counts will auto-adjust when Leads are checked/unchecked. When there are more than 10,000 Leads in the grid an Update button will be shown. After making all selections check the Update button to recalculate the counts.
5. Found Match Report: Click to display a Match Step summary report (how many Leads matched per step). Option to copy report results to clipboard for easy pasting to an email, text file etc.
6. Populate AccountID: Option to update a custom Lead field with the matching Account ID
