Follow the filter step-by-step instructions below or watch our collection of how-to videos at the bottom.

Cloudingo walks you through four steps to create or edit filters. From the dashboard, start by clicking either Create New Filter on the Actions drop down menu or Edit from one of your filter menus.


Step 1 Define the Filter

The Basics

A filter is defined based on the object(s) that will be scanned for duplicates. Single-table filters compare like object to like object, for example, existing Leads to existing Leads, or existing Contacts to existing Contacts. Multi-table (or cross object) filters compare records across two different objects, for example, existing Leads to either existing Accounts or existing Contacts.

Filter Operation: Choose if the filter you are creating is a merge filter across the same object or if the filter will be a convert filter across multiple objects

Object Type: On single object merge filters, from this drop down menu select the object (lead, contact, account, person accounts) you want to examine for duplicates.

Source Object Type: For cross-object filters, select the primary object you are wanting to scan against to detect duplicates (Ex: if you are scanning leads against contacts, you would choose ‘Lead’ as your source object).

Target Object Type: For cross-object filters, select the secondary object that you will be scanning your source object against to detect duplicates (Ex: if you are scanning leads against contacts, you would choose ‘Contact’ as your target object).

Filter Name and Description Name: Enter a name for the filter (displayed on the dashboard), and optionally, add a description.

Enabled: The Enabled checkbox is selected by default. This checkbox must be selected in order for the filter to scan Salesforce data for duplicates.

Exclude Import Records: By default, records from import files that remain in the Cloudingo import wizard will be included in scans performed during all future import uploads as well as your dedupe dashboard filter results. We highly recommend completing your import processes within Cloudingo entirely or deleting the incomplete imports out of the wizard.

If you have files uploaded that you are still needing to manage, but want your dedupe dashboard filters to exclude those records from pulling into the results, you can edit your current filter(s) and select the ‘Exclude Import Records’ option in Tab 1 of the filter configuration.

Note: By choosing this option, you are also disabling the filter from appearing as a filter option to scan against in Step 5 of the import process. If you have files uploaded regularly and are working on your dashboard filters simultaneously, you might consider creating separate filters that you use specifically for the import process; keeping your dedupe dashboard filters separate and enabling this option to exclude the import records.

Rule to Merge Records: Cloudingo will use the default automation rule on all filters, unless specified otherwise. You can configure custom automation rules and associate those rules to the filter by choosing the custom rule in this drop box. After saving this change, the filter results (which can be seen in the merge preview page) will always use the specific rule that you have associated to it. For more information on configuring single object merge automation rules, click here. For more information on configuring cross-object convert automation rules, click here.

Click continue.


Step 2 Choose Fields for Matching

What Fields Do You Want To Match On?

Fields to Dedupe Against (Left Panel)

You can select standard and/or custom fields to identify duplicate matches by dragging the field from the left panel to the right panel.

Primary Field The Primary field is the first field added to the selected fields list. Cloudingo indexes data and groups records according to the selected Primary field. Think of your primary field as the one that everything is grouped by to begin with.

Secondary Field(s) Secondary fields are used for additional layers of filtering/matching of duplicates. You can choose to display a list of “Recommended” fields (these are fields that are typically most useful in identifying duplicates), or a list of “All” of the fields available on the object using the buttons above the table.

(Field selections work on an AND logic.)

Group Name Selection The Group Name can be changed in the ‘Group results by this field‘ drop box. The Group Name is the field value that will be displayed in the Merge Preview page when listing each unique group’s name. By default, the group name will be your Primary Field.

WARNING: Use caution when setting up filters to use formula, calculated, or related object field values. If the field is a reference field rather than a physical field on the object, changes to the field value will NOT trigger synchs to Cloudingo. Using calculated fields on an ongoing basis may require re-indexing the object by Cloudingo support.

Selected Fields (Right Panel)

Match Styles

Match: allows the user to select a particular style (view matching style definitions here) for Cloudingo to use in assessing field value matches. Note: Matching styles for Primary Fields are more limited than those available to Secondary Fields because Cloudingo uses the Primary Field to index data.

Ignore Case: when selected, will ignore differences in upper and lower case letters. A=a, B=b

Match on Empty Field: if selected, includes records where the selected field has no value. IMPORTANT: Best practices determine that “Match on Empty Field” should only be used for one or two fields per filter. You will also get the best results by cleansing the data first without selecting “Match on Empty Field,” and then selecting it for a later scan and cleanse of the data.

Cloudingo will first look for matches between records that contain values in the selected field. Cloudingo will then add to one of the groups those records that have no values for that field (records with empty fields).

The ‘Enable Synonym Matching’ options on the right side of the table enable some additional matching options on certain types of fields.

  • First Names: This option creates matches between familiar and formal versions of names using a standard lexicon. For example, when selected, Robert and Bob will be matched.
  • State/Province: This option matches the full names of states or provinces with their standard abbreviations. For example, Texas is matched with TX.
  • Country: This option matches the full names of nations with their standard abbreviations. For example, United Sates, USA, and US are all matched.

When ‘Company Name Cleaned’ is selected as your matching action (for cleaning company names), an option to ‘Remove all spaces‘ will appear as an option. If you want Cloudingo to also strip out all spaces from your values before making the comparison against other records, select the ‘Remove Spaces’ checkbox. For more information on the matching options, please click to view that help article here.

Click Continue.


Step 3 Limit Your Records

You can define the scope of a filter’s scan of your Salesforce data. Cloudingo, by default, will scan your entire database (all leads, contacts, and accounts) for duplicates. But on Tab 3, you can define subsets of data for filtering and deduplication. For example, in orgs that break out Accounts into various Record Types, you may want to dedupe within a record type, but not across the whole object so that an Account can exist once in each Record Type.

Scope

  1. Simply drag the field defining the data point from the left to the right.
  2. Set the date range or desired operator.
  3. Enter required values.
  4. Enter the value.

When you set the scope in tab 3, then ALL records within the group of matches must contain the criteria you specify.

Note
When using a Salesforce ID number, set the operator to “Starts With.” Internally, Salesforce uses 18-character ID numbers. Cloudingo reads the 18-character IDs, however, Salesforce typically only exposes a 15-character version of those IDs to users.

When using ‘Equal’ or ‘Not Equal’, you may specify multiple values – separating them by commas and no spaces. The values must be entered in exactly as they appear in Salesforce in order to be detected. Multiple criteria fields & values can be selected for your filter criteria. For example, if we wanted to filter out records for this particular company, but also only want those that are in the state of Texas, we would drag the State field over to the selected criteria and set it to (Equal) ‘TX,Texas’ to find all possible matches. Both the company name & state would have to match in order to pull into the results if we were to add state to this filter. ‘Or’ logic cannot be used with any setting other than ‘Equal’ or ‘Not Equal’.

WARNING: Use caution when setting up filters to use formula, calculated, or related object field values. If the field is a reference field rather than a physical field on the object, changes to the field value will NOT trigger synchs to Cloudingo. Using calculated fields on an ongoing basis may require re-indexing the object by Cloudingo support.

Click Continue, Save, or Save & Run.


Step 4 Limit Your Groups

Tab 4 is helpful in very specific use-cases where you cannot identify or eliminate a group of matches any other way. Remember, a group is the set of duplicate records that match the fields set on Tab 2 and that fall into the scope set on Tab 3.

  1. If you want to further limit your filter by only displaying groups where the number of matching records is greater than, less than, or within a certain number of records, you can choose the ‘Limit group size’ option and specify the record count limit. For example, you can choose ‘Less than or equal to’ 5, which will limit your results to only the groups that have less than 5 matching records identified.
  2. You can further narrow your group results by clicking on the Add Group Rule option. The Field drop box will allow you to choose any field within Salesforce.

An example for using a group limitation would be if you have a loose filter that requires manual review, and you only want to see records where at LEAST one record out of the group of matches was created or modified after a set date. You would choose ‘Last Modified Date’ as the field, and ‘One or more records have a date greater than or equal to’ as the rule, and a specific date. You would just manually update this date in your filter each time you manually review and manage the results.

Add as many group rules as necessary by clicking the ‘Add Group Rule’ option and selecting the field specifications.

Click Save to save the new filter or Save & Run to save and calculate the filter to view the results.

If you use a field that has not been used in another filter before, Cloudingo will be triggered to re-index all filters created on that object. Once the filter calculation is complete, click the results and view the matches for accuracy or to begin merging and converting.

WARNING: Use caution when setting up filters to use formula, calculated, or related object field values. If the field is a reference field rather than a physical field on the object, changes to the field value will NOT trigger synchs to Cloudingo. Using calculated fields on an ongoing basis may require re-indexing the object by Cloudingo support.

If you would like to pre-set a list of fields that you will be using in your filters to prevent automatic re-profiles after saving each time you add a new field, you can pre-set your list by going into Admin >> Objects, click on the Object you are going to be creating/editing filters for, then click ‘Edit Fields’ to add any additional fields you will be using in your filter configurations. This will trigger one re-profile, but will prevent further re-profiles as you work on your configurations. For more information on Manage Objects, please click here.


How-to Videos

Creating and Editing Filters (Full Version)

Watch the entire video below (16 min), or for your convenience we have broken up the video into separate sections:

 

 

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