TIPS: Salesforce Data Deduplication – Part 2

In part 1, we talked about how to de-duplicate the existing data in Salesforce.

 

Here, we will focus on how to prevent users from entering duplicate record into Salesforce. For example, we are going to create another record in account called ‘Test 1’ and Billing State equal to ‘Sydney’. Salesforce wouldn’t able to identify this as a duplicate record. This is because the Id of the record is generated automatically. However, we can use DupeBlocker to maintain our data.

 

Let me brief you on how this DupeBlocker works. First, we need to create a Scenario and insert all the logic or rules of duplication into it. Simple right?

 

The figure below shows on how to create a Scenario. In order to create a Scenario we need to insert the Scenario Name, Scenario Type and most importantly Match on Insert and Update Action. This is to identify the action once duplicate record is found.

 

There is a ‘Rebuild Needed’ checkbox, on Figure 10. This check box will be ‘checked’ automatically when a rule is created or updated. Once it is ‘checked’, we have to rebuild it by clicking on the ‘Rebuild Scenario Key’ highlighted in Figure 11.

 

The Rule in DupeBlocker is used to specify the criteria of a duplicate record, which means, it only compares the selected field. Duplication of newly inserted or updated record will be identified. The figure below shows the rules for the DupeBlocker. There are three additional searching algorithms available:

  1. English Fuzzy – checks the alphabet sequence in the words. It is very suitable for checking misspellings and typos.
  2. AlphaClean – analyzes the 26 characters of the English alphabet, numbers 0-9, space and &. Any other character that the field may contain will be ignored.
  3. Transpose – matches all words in a field regardless of their order.

 

For Figure 12, it shows that Account Name will be used to identify the duplication. Record duplication is identified once a similar Account Name is created or updated.

 

For Figure 13, it shows that the rule is created successfully and we can add in more rules on a scenario.

 

As stated at the beginning of this blog, once we have created or updated a rule we need to rebuild the scenario key.

 

Okay, we have done the DupeBlocker configuration! Let’s do some testing.

 

First, I will go to Salesforce account to create another record with Account Name equal to ‘Test 1’. Upon saving the record, DupeBlocker will show this message on the record. This confirmed that the configuration is behaving as expected.