Cloudingo comes with default automation rules for each of the support objects (Leads, Contacts, Accounts, and Person Accounts). The default rules can be edited, but not deleted. You can create additional unlimited custom automation rules.
To access your automation rules, choose Automation >> Manage Rules from the main DeDupe dashboard page. You can also jump directly into a filter’s specific rule from the Merge Preview page. When viewing the filter results, you will see a button at the top of the preview page that allows you to edit the current rule (the rule associated with the filter you are viewing).
From the Manage Rules window, select Create Rule to build a custom rule, or select Edit from any existing rule’s menu option. Each rule works independently from the others. If you need to add a rule to multiple objects or multiple rules, you will need to edit each filter individually.
Tab 1: The Basics
Tab 1 allows you to define the primary object for a rule, name and describe the rule, and choose the kids of jobs for which the rule will be available (dashboard filters, imports, or both). You can also define if you would like to apply Owner Mapping to the rule.
Tab 2: Group Fields
(This step is optional. Leave blank and proceed to tab 3 if you do not need to setup field groupings.)
Tab 2 allows you to group, or link, field values together. For example, use Mailing Street as a controlling field and add Mailing City, Mailing State, Mailing Zip, & Mailing Country to the group. This will tell Cloudingo that any time Mailing Street is chosen as the value for merge on the final record to also select the other grouped fields from the same record. (Another example is to group Email and Email Opt Out fields together.)
When fields are grouped together, the controlling field can be configured in a field level automation rule (which is done in Tab 3) to determine which record values get chosen for the entire group of fields (based on the value of the controlling field).
Click the button to add a new field grouping.
1. Group Name: Give your field group a name that makes sense for the block of records you want to keep together during merge.
2. Controlling Field: The controlling field is the field that will be used in your field level rule (in the next Step) to determine how the block of records will get chosen.
3. Fields In Group: Choose all fields that will be blocked together and chosen for merge based on the value chosen in your controlling field’s rule.
4. Display Fields Together: Check this option if you would like to see the block of fields displayed together in your Merge Preview page (pre-merge view).
5. Group Color: Choose a group color if you would like to see the block of fields displayed with a color indicator in your Merge Preview page (pre-merge view).
Tab 3: How do you want to merge records?
Tab 3 is where you define the specifics of how you want Cloudingo to merge your duplicate records. When defining your automation rules, Cloudingo begins at the most basic level (master record selection), and works down to the individual field level and exceptions.
Here is where you tell Cloudingo how to select the master record when merging a group of duplicates. The master record serves as the baseline for the final result. Master records are selected based on specific user-defined criteria and the ordering of the records within the group of duplicates.
The master record can be selected based on the:
- First Record in the group (choose this option when you are wanting to define the master based on Newest or Oldest Created or Modified Date)
- Most complete record (the record with the most populated fields)
- Record with the most attached objects (remember though that ALL attached objects are preserved regardless of the master record selection)
- Highest value in a user-defined field
- Lowest value in a user-defined field
- First record to have a value in a user-defined field.
- Prioritized on a given field and values (you choose the priority hierarchy).
- Protected Record.
- Newest by a given (custom) date field.
- Oldest by a given (custom) date field.
- Record with field value not on specified ignore list (choose your field and value to be ignored, and any other master will be chosen – tiebreaker will be honored if more than one or none of the records contain the value to be ignored).
Records can be ordered by (when ‘First Record’ is chosen as the master definition):
- Newest Modified Date
- Oldest Modified Date
- Newest Created Date
- Oldest Created Date
‘And breaks ties with:’ (you must specify a tie breaker when it is possible that you have chosen a master definition that may results in more than one record having the same value). You can break ties using:
- Newest Modified Date
- Oldest Modified Date
- Newest Created Date
- Oldest Created Date
*Note: No matter which of the above selections you choose, the final record will still retain the original date & original created by in which it was created. For example, if you choose Newest Modified Date as your master, the most recently updated information will populate in the field values. However, the record’s created date & created by user will always remain the original date and user (this is a Salesforce thing, and not even Cloudingo can change it).
Here you can define how all field values on the record are to be determined.
Default Field Values
Define the general rule you want to use when determining the field value selections for the final record.
The checkbox labeled “Create a note for each field with all values,” if selected, will save all of the field data from all secondary records in a note attached to the final/master record. Note: Use caution when selecting this option. Read more about notes.
- Most Common: Uses the value that appears most frequently across the records in the group for each field. If no value appears more than any other value, Cloudingo will use the most recent record’s values.
- Newest Record’s Values: (ordered by either Create Date or Modified Date): Cloudingo will use the field value from the first record to have a value when ordered in this manner.
- Oldest Record’s Values: (ordered by either Create Date or Modified Date). Cloudingo will use the field value from the first record to have a value when ordered in this manner.
You also have the option of choosing to override or not to override the master record’s field values from above.
- Never Override Master: If selected, Cloudingo preserves the values of the selected master record and never changes them, even if the fields are empty.
- Override Master When Blank: If selected, Cloudingo preserves the values of the selected master record. However, if there are empty fields on the master record, Cloudingo will populate those fields based on the record defined in the first drop down menu resulting in a more complete record.
- Always Override Master: If selected, Cloudingo updates the field values of the master record based on the record defined in the first drop down menu.
In this section, you can set rules for specific fields on the object. These rules will supersede any settings above.
The above screen shot is for demonstration purposes only – rules will be defined based on your specific business decisions and requirements.
2. Select a Field in the drop down (standard or custom field).
If you have chosen to group a set of fields together in tab 2, non-controlling fields will not be able to be configured for field level rules. You must configure the field rule on the controlling field. You will receive an error message if you attempt to configure a field rule on a non-controlling field that is grouped in tab 2. Controlling fields will display with their normal field name plus the group name you provided in tab 2 in parentheses, as seen in the ‘Mailing Street (Address Fields)’ field selection above.
In the example above in tab 2, all address fields were grouped together (street, city, state, zip, & country) and the controlling field was set to be the Mailing Street. A field rule can be configured for Mailing Street. The field rule configured will determine which record value survives for the Mailing Street (ie: the newest created record). Cloudingo will then choose all grouped address values from the same record to populate the remaining street values.
Here is an example of what the Merge Preview can look like for grouped fields (if field groups & rules have been configured in tab 2 & 3):
Note that in most typical automation rules, Cloudingo will be configured to give you the most complete record possible (meaning UK may populate for the Country, even though it does not necessarily belong to the rest of the address. This is where grouping fields together can help ensure that you have all values for the set of fields pulling from the same record. Our group configuration example was set to display the records together, and indicate them in purple (see the purple linked record icons just beside the field names).
3. Define what Rule to use. Options may include (dependent upon the chosen field):
- Most Common
- Newest or Oldest when ordered by Create Date or Modified Date
- Ignore all values: update to blank or to given value – This option lets you insert a value in the Options section and have Cloudingo update the final record with that value. This option does NOT do any look-ups on current field values to make a determination on the value chosen. It strictly takes the specific value you specify and overrides the record value with that value during the merge. Use with caution.
- Prioritized By Values – This option allows you to rank the possible values for the field. Cloudingo will select the value from the group of duplicates that appears highest in the list. The list is entered in the Options section.
- Combined List – Used for multi-select pick lists and short text fields. Combines all non-master field values and dumps them back into the master record’s field value (separated by comma or semi-colon) during the merge or convert.
- Override Master Value with value not on ignore list: This option lets you define a value to be ignored. For example, on a field with “[Not Provided]”, Cloudingo will select an alternate value if available. If there are more than one records in your group of matches that contain values not on the ignore list, it will use the Sort order in your Merge Preview page to determine the tie breaker. The Sort Order allows you to choose ‘Oldest to Newest’ or ‘Newest to Oldest’. Cloudingo will always choose the LAST record in your merge preview based on your sort order. If your sort order is set to ‘Oldest to Newest’, it will choose the newest record value (if not on the ignore list). If your sort order is set to ‘Newest to Oldest’, it will choose the oldest record value (if not on the ignore list). This setting is used in rare situations. Please see the ‘Preserve Master Value if not on ignore list’ below for an alternate rule option.
- Preserve Master Value if not on ignore list: The master value will be preserved if it is not on the ignore list (defined in ‘Options’), but it will choose another value from a non-master record if the master value is on the ignore list. If there are more than 2 records with a value not on the ignore list, it will choose the record value based on the sort option set in the Merge Preview settings (newest or oldest record).
- Newest or Oldest (ordered by date field) – these options work for custom date fields and will look specifically at the custom field’s date value for comparison.
- Highest (numeric) – available for currency & numeric value fields to choose the record value with the highest value.
- Lowest (numeric) – available for currency & numeric value fields to choose the record value with the lowest value.
- Sum (numeric) – available for currency & numeric value fields to sum all record values together to determine what value to set on the master.
- Field with max characters – selects the record value that has the longest length value.
4. Select whether or not to override the master for the field.
5. The Options icon will appear when you have chosen a rule that requires a value to be specified for the rule.
6. Click the Actions icon from within the Actions column to do any of the following actions:
- Field Note: Choose to create a note attached to the final record with values from the specified field. Note: This attached note would only contain values from specific key fields whereas the note referenced above in Default Field Values would contain ALL data points from ALL records in the group. If the field ‘Note’ option under Actions is deselected, a note for this field value will not be generated – even if you have the Default Field Values note option enabled. All specific field rules must be configured to generate a note or not.
- Field Audit: Choose to add the field value to the Cloudingo Audit report.
Note: If you are only adding a field to the rule so that it can be included to the Audit report (or to create a note), but you do not want to change the behavior of the field value selection, set the rule and override setting to match your Default Field Value selection. For example, if your default field value selection is Newest (ordered by MODIFIED date) And override master when blank, then you would want to set your field rule to be the same, but only selecting the Note or Audit checkbox.
- Combine field values into another field: Actions allows you to Combine field values into another field. This works similar to the ‘Combined List’ option, but when done under ‘Actions’ – the combined values get placed into a different field (of your choosing), rather than back into the same field you are pulling the values from.For example, if I wanted to copy all of the phone numbers into my master record’s Contact Description field, my Action would look similar to the example above. For the phone rule, I would set it to match my default field rule so that no behavior changes are being made to the actual phone field itself – then set the Action rule to take the combined values from all records and dump them into the Description field (separated by semicolon). The ‘Remove duplicate entries from the combined values’ prevents the same value from getting inserted into the field multiple times. The ‘Ignore case while checking for duplicate entries in the combined values’ will also ignore upper/lower case sensitivity when checking for those duplicate entries. It is recommended that you leave both options selected, and never change the separator option once it is set.
- Format field value casing: allows you to reset the value for the field to be all upper case, lower case, or title case (where the first letter of each word is capitalized).
- Remove white space: allows you to remove all white space from the record value (choose from leading, trailing, and/or redundant).
In this section, you can define situations where Cloudingo will not merge records. Exceptions can be set at the group or the individual record level. Click Add Exception to get started.
- Group when NO value exists for any record in group for field
- Group when one or more records is protected
- Group when Value exists in more than one record
- Group when Specified Value exists in more than one record
- Group when record has less than X% of the fields with values
- Group when its size is >=X
- Group when its size is <=X
- Record when Non Master Record is protected
- Record when Non Master Record is not an Import Record
- Record when Non Master Record has any value in field
- Record when Non Master Record has specified value in field
- Record when Value does not match master record for field
Group rules will skip the entire group of records. Record rules will only skip the records affected by the exclusion rule, while proceeding to merge the records in the group that it is able to.
Choose the Field that you want the exclusion rule to apply to.
Choose the Run Exception rule to determine when the exception should be applied (in most cases, this should be set to ‘after master record and field rules are evaluated’). Only choose a different option if you have very specific reason to run the exclusion before field rules or master rules are determined – which is rare.
Some exclusion rules will display under the Options column. Choose this icon to set the value that is required for your exclusion rule.
Finally click Save to record settings.
Note: If your org has the ‘Contacts to Multiple Accounts Settings’ enabled in Salesforce, we also offer an option that can be enabled that will accommodate re-parenting of account & contact data during merge. For information on Cloudingo’s Merge Options for this setting, please click here.