When using the Mass Convert process under our Data Maintenance – Update Unique Records job, you are finding a group of Lead records that you want to mass convert into new Contacts AND create new Accounts during the process. This process does not check for existing Contacts & Accounts (this is done using your convert filters in the dedupe dashboard). See our help article here for more information on dedupe convert filters.
When mass converting through Data Maintenance, you must configure a new convert automation rule specifically for these jobs. In typical dedupe conversions, if the contact does not have an account, in most cases, you will want the process of the conversion to fail so that you can accurately manually review and associate the corresponding Account. But, with this Data Maintenance job, you are specifically acknowledging that you want to automatically create both a new Contact AND a new Account during the conversion process. This will require that you have a convert automation rule configured to handle this.
To navigate to your automation rules, go to your dedupe dashboard and go to Automation >> Manage Rules
Toggle over to the Convert Rules and choose ‘Create Rule’ at the top of the page.
Once in the Create New Rule page, name your new rule in Tab 1. The name should be something unique so that you know that the rule is for your Data Maintenance job rather than a normal dedupe job. You can name it something like ‘Mass Convert/Create Contacts & Accounts’.
Check the Use Owner Mapping while converting leads to contact box if you will be applying owner mapping for this job. For more information on owner mapping, click here.
Proceed to Tab 2.
Tab 2 (Group Fields) does not apply to Data Maintenance Mass Conversion rules. You can skip this step and move on to Step 3.
Proceed to Tab 3.
In tab 3, you must specify in the rule that you want to create a new account (since no account exists).
- Do not select this option for Data Maintenance Mass Convert. Since Accounts do not yet exist for this job, you will need to choose either option 2 or 3.
- You can set the rule to convert leads into one single specific Account Name (all lead conversions will create a contact under the Account Name you specify), or you can set it to always create the Account Name to be whatever the Lead’s Company Name is. Choosing this option will create a new Account with every conversion (even if multiple records in the job have the same company name).
A) Choose ‘Create an account automatically using the name:’ option.
B) Click ‘Add Field’.
C) Choose ‘Lead’ as the object (this is the object you will be searching for the value to use when populating the Account Name during the Account creation process).
D) Search and select ‘Company’ from the field list (this is the field that the value for Account Name will be populated from during the Account creation process).
E) Click ‘Add’.The end result will look like this once you click ‘Add’:
- (Recommended) You can set the rule to convert into an existing Account if one exists, or create a new one if one does not exist. Use this option if your job potentially contains more than one lead record with the same Account Name to prevent insertion of duplicate Accounts.
A) Choose ‘Assign Contact to existing Account’ option.
B) Choose a single specific Account Name here or lookup the Lead Company name (see steps described in Step 2 above).
C) In the ‘If Account name not found’ section, choose the ‘Create Account automatically using the above Account Name’ option (do not choose the option to ‘Do not create an account automatically’ option for Data Maintenance Mass Convert).
Proceed to Tab 4 and set your default Converted Status and default option settings that you want to be applied during the conversion.
Once you have your new rule configured, you will want to be sure and associate it to your new Data Maintenance Update Unique Records job.
Go back to your Data Maintenance dashboard, and find the new Update Unique Record job that you created to do your mass converts. Edit the filter and choose your new automation rule in Tab 3 of the job configuration. (If you have not created your update job yet, just be sure to choose the correct rule when you configure the new job.)