DupeBlocker Scenario Filters

Scenarios can be customized to affect only a subset of records, and/or only fire for specific groups of users.  This allows for different triggering actions, matching techniques, and/or notification strategies to accommodate specific business needs.

For example, a multinational organization may choose to have scenarios filtered by country, with different scenario owners for each.  Since tasks, created for warnings, can be assigned to the scenario owner this allows ensuring that the appropriate user is notified of duplicates that affect their specific country.  Mapping techniques may also need to be adjusted.  For example, not checking English Fuzzy when matching Japanese data or only using Relaxed NA Phone Match when matching phones for US and Canadian records (North American phone numbers).

Filters are also commonly used to differentiate records inserted by an external process (e.g. Web to Lead, API integrations) vs. general users so that the triggering actions can be different.  Web to Lead inserts/updates could be auto-merged/converted whereas inserts/updates done directly by a user in the Salesforce user interface may be blocked with a Do Not Insert message or Redirect to Existing record.

Filters can be based on specific fields within the records themselves, or based on the attributes of the current Salesforce user who is inserting or updating a record.

Note:  Formula fields can typically be used in filters EXCEPT for those that change values without another field on the object being filtered explicitly being updated.  For example "age" fields and cross-object formulas will NOT work in DupeBlocker Filters.  When data in a filtered field is updated, the keys need to be updated accordingly.  Changes to DupeBlocker Keys are done via update triggers which only fire when the Last Modified Date is updated.  Formula fields are calculated when queried, they do not fire record updates. For more information refer to the note on formula fields at the end of this Salesforce Help Doc.

Multiple Filters can be specified, and all Filters are "AND'd" together.  If multiple criteria are specified for a particular Filtered Field, that criteria is "OR'd" together.  A combination of "Object" and "User Filters" can also be used.

The example below reads:  Only look at Accounts where the Billing Country equals "US" OR "USA" AND the Profile of the User entering/updating the Account equals "Custom: Sales Profile" OR "Custom: Support Profile".


 
Note:  Filter's based on Record Types, Users, User Profiles and/or Roles will use the Salesforce ID.  When Exporting/Importing settings in the DupeBlocker Settings tab (i.e. Scenarios, Filters etc.) to different organizations INCLUDING from a sandbox to production or visa versa, these types of filters should be manually evaluated after the import to confirm they are correct (edit/save to confirm the correct ID's are selected).  Typically this is NOT a problem as these objects are considered meta data and as such will have the same ID's in production vs. a sandbox even for developer sandboxes (i.e. not full).  The problem arises when the object was added to the sandbox AFTER the sandbox was created/refreshed as that object WILL NOT exist in production and/or may have a different ID.

Filter Types

Object Filter:  Trigger this scenario only for records that meet certain criteria

• Single Object Filters:  BOTH the incoming/existing records have to meet the SAME criteria
  • Match Account records where the Account Type is one of the customer types (both the incoming AND existing records are customers)                                                                                                                                                                                         
  • Standard/default filter behavior

Current User Filter:  Trigger this scenario only for users with a specific profile, role, or specific users based on either user name or user id

• Only trigger for users with the custom sales profile         

• Trigger for ALL users EXCEPT users A & B (based on their Salesforce User ID's)                                                                                                                                     

If needing to list multiple user ID's in a current user filter they should all be listed in a single filter vs. separate filters.  If they are listed as separate filters they will be seen as an AND vs. OR and will never trigger the scenario (since a current user is a single person not multiple people).

Dual Filters:  Separate filters for the source (incoming) data vs. the target (existing) data

• Dual Filters need to be enabled in the scenario details
  • Source Filters can be either Current User or Object Filters
  • Target Filters can ONLY be Object Filters
• Match new Leads with a Lead Source that starts with "Web" to ANY existing Lead                                                                                                                                                                                                            
• Match new Accounts only to existing Accounts with a Record Type of Customer                                                                                                                                                                                                             
• Match new Leads where the Lead Source Contains "AppExchange" to existing Leads with a rating of "Hot"                                                                                                                                                                 
• Match new Opportunities created by User A to existing open Opportunities                                                                                                                                             

Note: Adding or updating object based filters on existing scenarios will require a rebuild of Scenario Keys, but current user filters do not affect the keys.

Adding a New Filter

To add a new Filter click New DupeBlocker Scenario Filter or New DupeBlocker Scenario Target Filter



1.  Filtered Object


 
Select whether the filter should be based on a field(s) in the Object or attributes of the current Salesforce user who is entering or updating a record.

2.  Filtered Field



If filtering on the object, pick the field from the table to filter on.  If filtering on the Current User, pick the attribute to filter on.

3.  Operator



The operator will vary based on the type of field.  The displayed options are for a text field.  "!=" indicates not equal and can be used to exclude certain fields (as can the "does not...." options for text fields).

4.  Filter Criteria

Select the data to Filter on.  Any Text or ID's entered can be separated by a comma to allow multiple entries.  The values will then be OR'd together for that field.  If the value contains a comma, it can be wrapped in double quotes.

When creating an object filter on a picklist field, there is a lookup option to display/select picklist values:



1.    Select the lookup option



2.    Pick the desired value
3.    Click Select to create the filter

When filtering on Record Types, a lookup is provided to the Record Type Name.  More than one box can be checked to select multiple Record Types, these selections will be or'd together.



Similar lookups are provided when using the "Current User" option for selecting a Profile or Role.

    

If filtering on "User ID" with the "Current User" option or an ID in a table, e.g. Account ID, Parent Account ID, Owner ID, Created by ID etc. a Search box is provided to quickly find a specific ID.

Notes:

• Owner ID for Leads cannot be searched, as Leads can be owned by either a user or a queue.  Therefore, if a Filter needs to be created on Owner ID for Leads you will need to enter the User ID or Queue ID.
• When filtering on "UserName" under "Current User", the Salesforce User Name needs to be entered, e.g. test@dupeblocker.com, not the full name or alias, and NO SEARCHING options are provided.

The resulting Filter will look like this (if multiple items were added they will be separated by a comma, e.g. this ID OR this ID etc.)

 

Note:  The data entered in the search box will search all fields in that table to find a possible match, not just the "name".

Dual Filters

Separate filters can be created to specify which new/updated records should be matched with which existing records.

• Allows for performing different actions based on the attributes of the matching records, for example:
  • ONLY auto-merge web leads (those created via web to lead)
    • A source filter on "Lead Source" (or any other field) could be used to auto-merge any new Leads where the Lead Source EQUALS X to any existing Lead in Salesforce
    • A different scenario could be created to perform a different action (e.g. Report Duplicate or Do Not Insert etc.) when the Lead Source on any new leads DOES NOT EQUAL X
• Dual Filters need to be enabled on the scenario
  • If not enabled, only a SINGLE Filter Related List will be shown on the scenario
    • BOTH the new and existing records need to meet the filter criteria

1.    In the DupeBlocker Scenario Detail page check the option Enable Dual Filters



2.    A new related list DupeBlocker Scenario Target Filters will now be added to Scenario Record

• Add filter criteria
  • DupeBlocker Scenario Filters will apply to the Source record (record being inserted/updated)
  • DupeBlocker Scenario Target Filters will apply to the Target records (existing records)

BOTH filters DO NOT have to be specified. If wanting to match ANY source record to specific existing records ONLY create a Target Filter. If wanting to match specific source records to ANY target records ONLY create a source filter. DupeBlocker Keys will need to be rebuilt any time the source or target filters are changed (created/updated/deleted).

This example will ONLY match Leads being inserted/updated with a Lead Source that starts with the word "web" to existing Leads that are owned by a specific queue