What is your definition of a duplicate?
Every organization deals with data differently which means there is no standard definition for a duplicate record. We encourage all our users to define what a duplicate is for their organization so they can create dedupe scenarios to fit their definition. Once it's known which fields need to match at the most rigid and at the loosest (acceptable) level, users can quickly create scenarios within those parameters. If you aren’t sure, run some of the scenarios that came with DemandTools to get a feel for how your data is matching. Click here for more information on prebuilt scenarios.
Do you have a large dataset?
Experiencing an API timeout is frustrating and unfortunately, has become more common especially for larger datasets. In an effort to minimize this for our users we have added the ability to query records via the Bulk API. Use the Select Records to search (Bulk API)tab to see if this speeds up your merge process. Click here to learn more about using the Bulk API tab.
Do you have common abbreviations used in your Account names?
Many organizations have data containing abbreviations, e.g. hosp instead of hospital; dept. instead of department. Abbreviations make it difficult to match data primarily when one record was entered with an abbreviation and its duplicate has the spelled-out version. The Cleaned Account Name mapping type helps users match data by way of customizable exception lists for common word abbreviations, suffixes, and prefixes. It is also great for making exceptions based on language, locale, and business industry. There are many useful matching algorithms that aid users in finding data that doesn’t match exactly. Click here to see mapping type options and definitions.
Are you using Salesforce Account Hierarchies?
Merging Account duplicates can often have a negative impact on Salesforce data by losing the hierarchy if the proper record is not retained as the master (this is true for the Salesforce Account Merge Utility, too). Luckily, we created an application that will help preserve existing hierarchies while merging. ParentFixer is a free application, requires no configuration and ensures no child account is orphaned from the hierarchy during a merge.
NOTE: Although Parent Fixer will prevent orphaned children, it is still best practice to keep a Parent Account as the master record in a merge (whenever possible) thus leaving the existing hierarchy intact.
What should I consider when merging Accounts with hierarchies?
For each field, which value should be retained during a merge?
In the past, during a merge we kept field level data from the master record with two exceptions; update fields where master empty and combine field values. Starting in 2017, Single Table Dedupe offers field rules which enable users to get more specific as to which field value is retained during a merge.
Example field rules:
The master rule is set to choose the oldest record as the master.
BUT - Field rules trump the master rule at the field level and can keep the value from the most recently modified record for the phone field, and the most common value for the product of interest multi-select picklist field. Click here to see all field rules options.
Will merging records owned by different users remove access to the master (surviving) record for the owner of the subordinate record?
Everyone likes to be the owner of their records in Salesforce but, that’s not always possible as it results in duplicates. When merging records owned by different users, the subordinate record owner will not be retained as the record owner and if you are in a private sharing model, could end up removing access to the record for this user. Anytime records owned by different users are merged, a file is automatically created providing the MasterID, MasterOwnerID, MergedID, and MergedOwnerID (for merged groups containing different owners only). This file can be used to add the Merged Owner (subordinate record owner) to the Account Team; restoring their access to the data. Click here to learn more about merge results files.
Do you have integrations using the Account ID to perform record updates?
Many of us have other systems integrated into Salesforce that rely on the Account ID for processing a data sync. When records are merged, only one ID survives. Users now need to update their other systems with the remaining ID. This is made possible by an automatic data export after executing a merge. The MergeRecord file provides users the details needed to communicate the ID change to other integrated systems. Click here to learn more about merge results files.