PeopleImport - Stage 3 Matching

Stage 3 is where the user decides how the incoming data will be compared against the Leads and/or Contacts already loaded in Salesforce. The user can select from a near unlimited (within reason) number of Lead and Contact matches and they can be performed in any order. The Match Steps act as a filter on the incoming data, if successfully matched in one of the Steps, then the updates from Stage 1 are processed.

If no match is found to an existing Salesforce record, then a new record can be created.

Capabilities & Features

• Ability to create filters, matching steps, to match data from incoming spreadsheet to Salesforce records to determine which records will be updated vs. inserted
•  Various techniques are available to find non-exact, but similar matches, for Company/Account Names, First Names, Phone and Address data
  • Customizations can also be made to the Account Cleaning List to specify how the Cleaned Account Name mapping type identifies duplicate Account or Company names
• The user has complete control over which fields should be included in the matching steps and can create as many matching steps as desired in order to create a multi-pass strategy
• New Contacts can be created ONLY if the Account exists, and Leads created if neither the Contact nor the Account exists all IN ONE IMPORT PASS with the addition of New Contact - Existing Account matching steps
• When new Contacts AND new Accounts are are being added, criteria can be specified to match Account fields WITHIN the input file to avoid creating duplicate new Accounts
  • e.g. multiple new Contacts can be linked to one new Account
• Tasks and Campaign Links can be created and assigned to records that matched in a specific step
  • If all records in the input file should be assigned to the same campaign or should get the same task, then these options in Stage 3 should be left unchecked and assigned globally in Stage 4
• Campaign ID's and Status can be pulled from the input file such that input records can be assigned to different Campaigns ALL IN ONE PASS

Setup Matching Criteria


 
1. Develop Filters for Duplicate Searching

• Specify criteria to match data from incoming spreadsheet to Salesforce to determine updates vs. inserts
• Two Match Steps and Final Matching Conditions are always created                                                                                                                                                                                                                                                                                                                                                                                                                          
• One matching step per object (Leads and/or Contacts) is required
• Additional Matching Steps can be added by selecting the appropriate button at the top of the screen                                                                                                                                                                                                                                                        
• Existing Steps can be cloned for ease in making minor mapping changes, e.g. clone an existing step for first name, last name and email and delete the match for first name so the resulting step matches on just last name and email
  • To clone a step, highlight the step and select  on the right
  • If only one step is desired, the second step will need to be deleted
    • To delete a step, highlight the step and select  on the right
• Steps are evaluated in order, more RIGID matches should be performed first
• The order of Match Steps can be changed by selecting the  buttons on the right
  • May want to move Contact Step(s) before Lead steps in case the same "person" is duplicated in Salesforce as the first one it finds is the only one that will be updated
• Final Matching Conditions applies to all records that DID NOT match in one of the Matching Steps, these are the NEW records that will be inserted

More information on Final Matching Conditions can be found in Step by Step Instructions -> Stage 3 - Matching -> Final Matching Conditions.

2. Select Field Matching Criteria



1. Add Match Condition: Select to add a new matching condition

2. Field to Match: Select field to match from drop-down list of fields mapped in Stage 1

• When picking fields for New Contact - Existing Account Match steps, only fields mapped to Account fields will be available

3. Match Category: Typically left as "All" to display all the Mapping Types available

4. Mapping Type: Various techniques are available to find non-exact, but similar matches 

5. Fuzzy, Transpose & Alpha Clean: Optional to further "loosen" match

• Match Blank: Check this box to match blank values from the spreadsheet to blank values in Salesforce (will match where both are populated and the same or both blank)

More information on Mapping Types/Options can be found in Step by Step Instructions -> Stage 3 - Matching -> Mapping Types.

• Repeat steps 1-5 until all matching criteria has been entered for this particular Step
• ONLY records where the mapped fields are populated will be used for comparison (except if match blank is selected for a particular field)
• To match a blank to a non-blank, remove the field from mapping altogether (will also find matches where the field is different)
• To remove one matching item click the box on the left to highlight, and select "delete" on your keyboard
• All fields listed in a step must match for the record to be considered a match for that Step
  • Conditions are AND'd not OR'd

3. Rename Steps (optional)

By default Steps are numbered and "Named" for the object being compared to, but the name can be customized


 
Highlight the step to be re-named and click
 
1.    Enter the new name in the pop-up box

• It is recommended that the Object Name be included in the Step Name for clarity 

2.    Click OK to save 

• New name will now display on the left and in the actual step

4. Add Additional Matching Steps (optional)


 
Select the appropriate button at the top to add an additional step by object

1. Adding Lead or Contact Match Steps



New Steps are always added after all existing Lead and Contact steps, but can be moved up or down in sequence

2. Adding New Contact - Existing Account Steps

• Steps will always be added AFTER Lead and Contact match steps as the purpose of this step is to add a NEW Contact to an EXISTING Account
  • Steps can be moved up or down in sequence within existing Account Matching Steps only
• Fields available for matching will be any fields mapped to Account fields in Stage 1
• An option to Match Account Ownership is available - located just below Add Match Condition
  • If the Owner of the matching Account is inactive, then the Contact will be owned by the current user as a new Contact cannot be inserted with an inactive owner

                 

5. Manipulating Steps

• Steps are evaluated in order and one record from a spreadsheet will ONLY match to one record in Salesforce (Lead or Contact)
• Move a step up or down to change the order of evaluation
  • Rigid steps should precede looser steps
  • May want to move Contact Step(s) before Lead steps in case the same "person" is duplicated in Salesforce as the first one it finds is the ONLY one that will be updated
• Delete any empty Match Steps
• Clone existing steps for ease in making minor mapping changes
  • e.g. clone an existing step for first name, last name and email then delete the match for first name so the resulting step matches on just last name and email
  • Cloned steps are added after existing steps, but can be moved

6: Final Matching Conditions

•  If no match is found in any of the object matching steps, the record can be inserted using either Create New Lead, Create New Contact/New Account, or Do Nothing can be selected to just ignore the new record
• This step should always be reviewed to ensure that the appropriate action is taken for the new record
  • If matching to just Leads or Leads and Contacts, the default setting is to create a new Lead
    • An option to Use Lead Assignment Rule is available when adding a new Lead, but is NOT checked by default
  • If matching to just Contacts, the default setting is to create a new Contact and new Account
    • A new Account needs to be created so that the Contact can be associated with an Account
    • Mapping can be specified such that duplicate new Accounts will not be created
      • e.g. One new Account can be created with multiple new Contacts

More information on Final Matching Conditions can be found in Step by Step Instructions -> Stage 3 - Matching -> Final Matching Conditions.

Review and Update Cleaning Lists

• Click on the appropriate button to edit
• Add common Punctuation/Suffixes/Prefixes specific to your industry, or common nicknames
• Additions are added to the end of the list
• Lists invoked when using "Cleaned Account Name" and "FirstName" mapping types

More information on mapping Types/Options can be found in Step by Step Instructions -> Stage 3 - Matching -> Mapping Types

Click HERE for information on Stage 3 - Campaigns and Tasks

Click HERE for more information on Stage 4 - Global Tasks and Campaigns