Data Quality

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Data Quality
Salesforce Spring

salesforcedocs
Last updated January

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DATA QUALITY

Manage Duplicate Records
Integrate ThirdParty Data with Your Records
Use Datacom to Find Leads and Keep Your Data Current and Complete

INDEX

DATA QUALITY

Business success depends on accurate complete data that your sales team knows they can rely on Use Duplicate Management to reduce
and prevent duplicate records Use Data Integration Datacom Prospector or Datacom Clean to incorporate data from third parties and
Datacom into your records Duplicate Management and Data Integration are included in Salesforce Datacom Prospector and Datacom
Clean require a license
Manage Duplicate Records
Maintaining clean accurate data is one of the most important things you can do to get the most out of Salesforce It builds the trust
of your sales team and helps you work toward complying with various data protection and privacy regulations Salesforce gives you
tools for managing duplicates one at a time and across your org and to track your progress in eliminating duplicates
Integrate ThirdParty Data with Your Records
Give your sales team data and connections that they can use to cultivate great relationships with customers and target productive
prospects Lightning Data and Datacom connect you with firmographic industry and regionspecific data from thirdparty providers
You license Lightning Data packages directly from providers and you use a convenient unified interface to integrate data from all
thirdparty sources into Salesforce
Use Datacom to Find Leads and Keep Your Data Current and Complete
Use Datacom Prospector to find leads to grow your business Use Datacom Clean to keep your account contact and lead records
current and complete Separate licenses are required for each

Data Quality

Manage Duplicate Records

Manage Duplicate Records
Maintaining clean accurate data is one of the most important things you can do to get the most
out of Salesforce It builds the trust of your sales team and helps you work toward complying with
various data protection and privacy regulations Salesforce gives you tools for managing duplicates
one at a time and across your org and to track your progress in eliminating duplicates
Manage Duplicates One at a Time
Give your sales team the tools they need for maintaining great relationships with customers
and keep your leads accounts and contacts clutter free By activating duplicate rules and the
Potential Duplicates component you can control whether and when sales reps can create
duplicate accounts contacts and leads You can also give them permission to merge duplicate
leads business and person accounts and contacts
Manage Duplicates Globally
Find duplicates across your org by running duplicate jobs Use reports to share job results with
others and use duplicate record sets to merge the duplicates Use information about completed
jobs to track your progress in reducing duplicate records
Duplicate Detection and Handling Process
Salesforce finds and handles duplicates using a combination of matching rules and duplicate
rules Duplicate rules and duplicate jobs specify matching rules that determine how duplicates
are identified Duplicate sets and reports list the duplicates found

EDITIONS

Available in Lightning
Experience and Salesforce
Classic not available in all
orgs
Available in Essentials
Professional Enterprise
Performance Unlimited
and Developer Editions

USER PERMISSIONS

To view duplicate rules and
matching rules
View Setup and
Configuration
To create edit delete
activate and deactivate
duplicate rules and
matching rules
Customize Application

Customize Duplicate Management
Configure duplicate management to align with other customizations you make and detect
duplicates missed by standard rules Customize the user interface for handling duplicates For
example block users from creating duplicates instead of just warning them or run different
duplicate rules for different user profiles Customize the logic used to identify duplicates For example include a custom field in a
matching rule specify field mapping or customize matching criteria on fields
Considerations for Using Duplicate Management in the Salesforce Mobile App
Review considerations for using duplicate management features on a mobile device

EDITIONS

Available in Lightning
Experience and Salesforce
Classic not available in all
orgs
Available in Essentials
Professional Enterprise
Performance Unlimited
and Developer Editions

USER PERMISSIONS

To view duplicate rules and
matching rules
View Setup and
Configuration
To create edit delete
activate and deactivate
duplicate rules and
matching rules
Customize Application

Data Quality

Manage Duplicates One at a Time

Stop Users from Creating Duplicate Records
When sales reps are in the process of creating or editing a record alert them that the data theyre
entering duplicates an existing record Or block sales reps from creating duplicate records altogether
whether or not they have access to the existing record Activate duplicate rules and customize the
settings
Standard duplicate rules are activated by default for business accounts contacts and leads If your
org was created before Summer the rules came activated for you To use duplicate rules for
person accounts first enable person accounts and then activate person account matching and
duplicate rules in Setup
Here are three ways to use a duplicate rule to handle duplicates using leads as an example
Alert sales reps when theyre about to create a duplicate lead
In Setup use the Quick Find box to find Duplicate Rules Make sure that the Standard Lead
Duplicate Rule is set to display the alert

EDITIONS

Available in Lightning
Experience and Salesforce
Classic not available in all
orgs
Available in Essentials
Professional Enterprise
Performance Unlimited
and Developer Editions

USER PERMISSIONS

To view duplicate rules and
matching rules
View Setup and
Configuration

With the Standard Lead Duplicate Rule activated suppose that a sales rep starts creating a lead
The rep enters a phone number that matches the phone number of a lead already in Salesforce
The rule detects the duplicate and alerts the rep The rep can choose to save the lead because
the rule is set to show an alert but not block duplicates Or the rep can click View Duplicates
to see existing records instead

To create edit delete
activate and deactivate
duplicate rules and
matching rules
Customize Application

In this example the lead the rep started to create is a duplicate of two other leads and a contact Lightning Experience displays up
to duplicate records

Data Quality

Manage Duplicates One at a Time

Note In Salesforce Classic when users create accounts using a quick action they cant view duplicate records or save the
new record if its a duplicate This condition applies even if youve set Action on Create to Allow
Block sales reps from creating duplicate leads
In the Standard Lead Duplicate Rule select Block instead of Allow

With the Standard Lead Duplicate Rule set to block duplicates a rep can click to view duplicates of leads but cant save a new lead

Prevent reps from creating duplicates of records they dont have permission to view
In the duplicate rule change Enforce sharing rules to Bypass sharing rules

Data Quality

Manage Duplicates One at a Time

When the duplicate rule is set to bypass sharing rules it operates on all potential duplicates regardless of ownership Suppose that
a rep starts creating a record that duplicates a record the rep doesnt have access to Salesforce alerts the rep and allows or blocks
the duplicate according to your Action on Create setting But Salesforce doesnt display the record the rep doesnt have access to

EDITIONS

In orgs created in Summer and later standard duplicate rules and the Potential Duplicates
component are set up and activated for business accounts contacts and leads To use duplicate
rules and the Potential Duplicates component for person accounts first enable person accounts
Then activate person account matching rules and duplicate rules and add the Potential Duplicates
component to your person accounts layout

Available in Lightning
Experience

You can alert sales reps to duplicates by showing a card on record home pages

Available in Essentials
Professional Enterprise
Performance Unlimited
and Developer Editions

USER PERMISSIONS

To view duplicate rules and
matching rules
View Setup and
Configuration

Or you can show a temporary toast message You can also display both types of alerts

In Setup use the Quick Find box to find Lightning App Builder
On accounts contacts or leads add the Potential Duplicates component

To create edit delete
activate and deactivate
duplicate rules and
matching rules
Customize Application

Data Quality

Manage Duplicates One at a Time

Select how you want to alert sales reps to duplicates

You cant add the Potential Duplicates component to custom objects However you can create rules to handle customobject records
that duplicate an account contact or lead
Reps who have permission to merge duplicates can choose up to three records on the same object to merge

USER PERMISSIONS

To view duplicate rules and
matching rules
View Setup and
Configuration
To create edit delete
activate and deactivate
duplicate rules and
matching rules
Customize Application

Reps see a message with the number of duplicates found The number represents only the records that a rep has access to If youve
selected the Bypass sharing rule option which compares all records regardless of a reps access the message indicates whether
duplicates were detected If a rep doesnt have access to any of the duplicates the message indicates that there are duplicates but
doesnt include the number
If your duplicate rule includes an alert it appears beneath the message
If your duplicate rule lets reps save duplicates they see the Save Ignore Alert button If your duplicate rule blocks reps from saving
duplicates they see the Save button but they cant save the record
The list of duplicates includes only records that a rep has access to The fields shown include only fields that the rep has access to
up to the first seven fields compared by the associated matching rule The list displays a maximum of five records If more than five
duplicates are found clicking Show All displays a full list of records up to
The highlighted fields were defined as matches by the associated matching rule

Data Quality

Manage Duplicates Globally

USER PERMISSIONS

EDITIONS

To run duplicate jobs

Customize Application

To create or update custom report types

Manage Custom Report Types

To delete custom report types

Modify All Data

To view duplicate record sets and items

View on accounts contacts or leads

To merge duplicate record items

Edit and Delete on accounts contacts or
leads

To view error logs

View Setup and Configuration

Available in Lightning
Experience and Salesforce
Classic not available in all
orgs
Available in Essentials
Professional Enterprise
Performance Unlimited
and Developer Editions

Find duplicates across your org by running duplicate jobs Use reports to share job results with others and use duplicate record sets to
merge the duplicates Use information about completed jobs to track your progress in reducing duplicate records
Find Duplicates Across Your Org Using Duplicate Jobs in Lightning Experience
Use duplicate jobs with standard or custom matching rules to scan your Salesforce business or person accounts contacts or leads
for duplicates
Create Reports on Duplicate Records
Use duplicate record reports to finetune your duplicate and matching rules and share the results of duplicate jobs
Manage Duplicates Using Duplicate Record Sets

A duplicate record set is a list of items identified as duplicates Its created when a duplicate rule or job runs Let your Lightning

Experience users merge duplicates by granting them access to duplicate record sets
View Error Logs for Duplicate Rules and Matching Rules
Troubleshoot system errors that prevent duplicate rules or matching rules from running Error logs are deleted after days

EDITIONS

Available in Lightning
Experience and Salesforce
Classic not available in all
orgs
Available in Performance
and Unlimited Editions

USER PERMISSIONS

Manage Duplicates One at a Time

To run duplicate jobs
Customize Application

AND

View All Data

Run Duplicate Jobs in Lightning Experience
Run jobs to find duplicate business and person accounts contacts or leads across your org

EDITIONS

Use Matching Rules to Hunt Down Duplicate Records English only
Available in Lightning
Experience and Salesforce
Classic not available in all
orgs

In Setup use the Quick Find box to find Duplicate Jobs
Click New Job

Available in Performance
and Unlimited Editions

USER PERMISSIONS

To run duplicate jobs
Customize Application

AND

Select an object Select an existing matching rule or create one Only matching rules for the
object you select are available If you like edit the default job name Click Run

View All Data

Data Quality

Manage Duplicates Globally

You cant delete or edit the name or description after creating a job If youre working toward complying with various data protection
and privacy regulations consider excluding personal data from the name and description
The job summary page shows the status of jobs Youre notified by email when a job is finished

To rerun a job click New Job and then select the same object and matching rule
To view and merge duplicates open a job summary page and then open a record set Click the Related tab Select the Compare
and Merge action

To let users merge duplicates in sets give them access to duplicate record sets in Lightning Experience
To share the results of a job run a report on the duplicate record set generated by the job

Things to Know About Duplicate Jobs
Review considerations for using duplicate jobs

EDITIONS

Compare and Merge Not Supported for Custom Objects
You can run duplicate jobs on custom objects but you cant compare and merge duplicate
records
Job Limits
New jobs are blocked or job results are deleted or overwritten under the following
circumstances
Creating a job with the same settings object and matching rule as a completed job
overwrites the earlier job We alert you before running the job to confirm

Available in Lightning
Experience and Salesforce
Classic not available in all
orgs
Available in Performance
and Unlimited Editions

Suppose that you run a job and then you edit the matching rule you used When you run another job using the rule we delete
the results of the first job without alerting you
When the total number of duplicates in all completed jobs reaches you cant run new jobs To run a job delete the
results of one or more jobs until the number of duplicate record items falls below
In an org with many records duplicate jobs can fail

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CONTENTS

DATA QUALITY

INDEX

DATA QUALITY

EDITIONS

USER PERMISSIONS

SEE ALSO

SEE ALSO

EDITIONS

USER PERMISSIONS

EDITIONS

USER PERMISSIONS

SEE ALSO

EDITIONS

USER PERMISSIONS

SEE ALSO

USER PERMISSIONS

USER PERMISSIONS

EDITIONS

A duplicate record set is a list of items identified as duplicates Its created when a duplicate rule or job runs Let your Lightning

SEE ALSO

EDITIONS

SEE ALSO

USER PERMISSIONS

AND

EDITIONS

USER PERMISSIONS

AND

EDITIONS