Why Use Automation:
Automated merging is the most efficient use of time and API resources.
It is also the most accurate way to merge true duplicate records by eliminating human error. While creating automated merge rules, you should take the time to consider all fields and how they need to be managed. Input these rules and manually check a few groups to confirm that the settings are building the record correctly. You can then confidently automate the merging process as Cloudingo now considers your field requirements upon each merge.
When to Use Automation:
For filters that have a high confidence level, it is recommended to automate the merging process to save time. Automation jobs should be scheduled to run outside of normal business hours. Automation jobs may be scheduled to run as frequently as every day (if your data is changing rapidly) or at any other interval based on how regularly your data is changing. Only one schedule can be set per filter.
When to Avoid Automation:
Avoid automated merges prior to carefully considering your automation settings.
You do not want to automatically merge based on loose fuzzy matching algorithms and filters with a low confidence level. These filters have a greater probability of finding false positives as well as duplicates that may be hard to find. Manual review is needed.
How to Schedule a Filter to Run:
After verifying that the filter is pulling in good results and your automation rule is handling the master record and field value selections exactly the way it needs to for all records within the filter groups, you might be ready to go ahead and schedule the filter to run automatically. Before doing this, you should have already spent plenty of time reviewing the results manually and testing a few merges/converts to ensure the end result is as you expect it to be.
From your dedupe dashboard, find the filter that you wish to schedule automation to run on. Click on the filter’s Action Menu (at the top right corner of the filter) and choose ‘Schedule’ and you will be take to the Schedule page for that filter.
1 – You will specify how often you want to run the filter schedule in the Run recurrence. Your options are Once, Daily, Weekly, and Remove Schedule (which will delete the schedule from the filter if you ever want to disable it.
2 – If you choose ‘Daily’ or ‘Weekly’ for your Run recurrence, you will need specify the frequency you want it to run. Ex: Every 2 days, Every 3 weeks, Every 1 day, Every 1 week.
If you choose ‘Weekly’ for your Run recurrence, you will also see (not displayed above) a preference that you will need to set to tell Cloudingo which days of the week you wish to run the job. For example, if you only want the job to execute during business days, but not weekends you would click to choose each box for Monday – Friday to select those days to run (leaving Saturday and Sunday de-selected). If you wish to run the job all days of the week, you can simply click the ‘All Days’ check box option.
3 – Specify a date when you want the job schedule to start.
4 – Specify what time you want the schedule to run each time. When scheduling multiple filters, you will likely want to stagger these run times so that your jobs are not overlapping each other.
5 – Specify if you want to give your schedule an end date, or if you would like to just keep it going. You can always change or delete the schedule later if necessary.
6 – If you only want your schedule to calculate the filter results, but not actually run the merge (or convert) process to execute the actual job, you can set the ‘Run automation cleanup (using your automation settings) after filter runs’ option to ‘No’. However, if you want to actually run the merge job – this needs to be set to ‘Yes’.
7 – Your ‘Rule to merge records’ will determine which automation rule will be used when the scheduled job is executed. Please be sure to select the correct rule if you have configured any additional custom rules outside of the standard default rule.
After scheduling your filter to run, the job will be created at the specified time. If the job falls outside of your Run Window & Throttle Settings, the job will remain queued until the run window setting’s allowable start time is reached. Please make sure that if you are scheduling jobs to run regularly, that you are giving enough time in your run window for the job to complete. Otherwise, the job will pause and will not start up again until the start time is reached again (and if running the job daily, it can backlog the jobs since they are running nightly).