In addition to searching for contacts by name, you can search by company, mailing address, and phone number, just to name a few. The Salesforce Global Search feature has Salesforce’s AI-powered product Einstein built in which will return records with similar names and even nicknames, such as Bill for William. Simply training users to always search before creating a new record (and reminding them regularly so they don’t forget!) can go a long way. Get familiar with Salesforce search and use it often. DON’T: Neglect User Experience or Trainingĭon’t overlook the effectiveness of user experience and training as your first line of defense to prevent duplicates from coming into the system in the first place. Create a plan to reduce the number of duplicates that will need to be managed by focusing on solutions for your most common sources of duplicate generation. Determine an acceptable number of duplicates that can be reviewed and merged by a staff member on a regular basis. It’s important to remember that as much as we’d all love a duplicate-free world, that simply does not exist. Set Realistic Goals for What Success Will Look Like Internal sources would primarily consist of manual data entry and data importing. External sources may include online forms such as subscribing to a newsletter or volunteer sign up form, or an externally integrated system for donations, events, marketing etc. Most likely duplicates are entering your system from both internal and external sources. Determine the Sources of Duplicate Records For example, two organization accounts with the same name may be a duplicate but two contacts with the same name may not be (and vice versa). Ask yourself - what fields do you always check to determine if a record is a duplicate? Keep in mind it may be different for each type of record. The specific criteria for what constitutes a duplicate record in your system will vary depending on what type of data your organization collects, as well as your specific needs and processes. DO: Create and Implement a Duplicate Management Plan Define What a Duplicate Record Actually Is Today we are going to take a deeper dive into some of the best practices and common mistakes to avoid when setting up and maintaining duplicate management in Salesforce. All organizations can benefit from a good Salesforce Duplicate Management Strategy, as my colleague Pete wrote in a previous post.
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