The following illustrates how to merge single-table filters, such as Leads-Leads, Contacts-Contacts, and Accounts-Accounts.
From your dashboard, access the duplicate groups list by clicking on the Groups and Matches section of the filter tile.
Group names are listed by the group name field chosen in the filter configuration. The group counts reflect the number of unique groups of matches detected. And, the Results count displays a tally of each individual record identified as a duplicate within the groups of matches.
1. From the group list, select a group to open by clicking anywhere on the group name or by clicking the blue arrow to the right of the group name. The group row will then be highlighted, and the right hand side will display the records side-by-side.
2. You can close the groups list to give yourself a little more work-space by clicking the small arrow in the upper right corner of the list or pin it open with the tack icon.
3. To search for a specific group, click the drop box just beneath the ‘Group Name’ header, and type in the value (or partial value) that you want to search for & hit enter to use ‘contains’ – which is our default. Click the down arrow on the drop menu to see other filtering options available.
The merge grid displays three sections:
- Field List
- Merge Preview
- Duplicate Records
The merge grid display is customizable to make it easy for you to rapidly work through your duplicate groups. See below.
Fields (standard and custom) are displayed on the left in the grey column. This list is sortable from the Sort menu at the top right.
The Merge Preview column, highlighted in blue, displays the final result you will see in Salesforce when you merge the records. As users make changes to field selections in the white columns, those changes are reflected in the merge preview and applied during merge. Any changes made to field values using in-line editing in white columns must be saved using the ‘Just Save’ option prior to merge, which will save changes made directly to the Salesforce record pre-merge. Alternatively, edits can be made to the field values in the blue column, and that value will be retained without requiring save when the records are merged.
If you would like to hide empty rows (when all records within the group are blank) from view, you can do this under ‘Options’ from the Merge Preview page, and choosing ‘Collapse Empty Rows‘. This is helpful if you have a lot of fields configured in Salesforce and would like to make the list you scroll through smaller.
Also under the Options menu, you have the ability to set column width (175-200 is recommended if you need to view longer text field values). The column width you set will load every time you go into the preview pages without needing to manually expand the size. There are also options to set Fixed Columns & Fixed Rows so that when you are scrolling in the preview page, the columns or rows you set will stay in view. The header rows do count as rows (the master record & select rows). So, please add 2 rows to the number of fields that you are wanting to keep in view.
Under your ‘Sort‘ menu from the Merge Preview page, you can further customize which fields and the field order that you see in the Merge Preview page. Go to Sort >> Field Ordering & Style. A list of all available fields will be listed in order that they display on the preview page. Drag/Drop important fields that you need to see most up to the top of your list. You can also bold fields to make them stick out more. Uncheck the ‘Visible’ option for any fields that are unimportant for field selection purposes that may just be cluttering up your page.
WARNING: Do not hide fields from view that are being used in filters or automation rules. Hidden fields will NOT be evaluated during merge for value selections.
Note: Attached objects (notes, campaigns, opportunities, etc.) are represented by icons in the relevant field row. These icons are for informational purposes. When records are merged ALL attached objects from ALL records in the group will become a part of the final merged record to reflect the entire history of that record, regardless of which record was selected as master.
You can also customize the order in which the records are displayed using the Record Order option.
Master Record Selection
The master record serves as the baseline for your final result. It is selected with a radio button in the top row of the display grid. The default selection is based Automation Rules. In a manual merge, the selected master can always be changed by selecting the radio button above another record. Field values of the selected master record display in the merge preview column.
By default, under the ‘Options’ menu from the Merge Preview page, the ‘Master Selects Fields‘ option is selected. This means if you change your master record manually, then all selected field values will also get chosen to be the newly selected master record’s values. Unchecking this option will leave the previously chosen master record’s field values selected – only changing the master.
Note: If you are having to change your master record manually often, this probably means that you need to re-evaluate your automation rule to see if there is a better way to choose the mater record default.
By default, all secondary records are selected to be included in the merge (via the checkbox at the top of the grid). Records can be excluded from the merge by deselecting the checkbox at the top of the display grid.
If you deselect a record from the group to be merged, only the records selected will be merged. The unchecked record will not merge. The merge preview will choose values from ALL records in view based on your automation rule. If you want the automation rule to re-run after you deselect a record (to exclude that record’s values from pulling into the final record results, you can go to ‘Options‘ from the Merge Preview page, then choose ‘Run Rules When Record Excluded‘. This option must be enabled before you deselect a record in the preview page. Once you deselect the record, all automation rules will be re-evaluated without the deselected record in the mix.
Groups that loaded initially are pulling in values from a non-master record because of the automation rule configuration.
If I need to deselect the 3rd record from the group because I do not intend to include it in the merge, I can uncheck the ‘Select’ box, and since my option is set to ‘Run Rules When Record Excluded’, it will then re-evaluate my automation rule on all remaining records (excluding the one that I have deselected).
Field values that are different among any of the records in the group will have a radio button before the value. Any of these values can be selected, and once selected, that value will display in the merge preview column. Field values that are consistent across all records in the group are displayed but cannot be selected with a radio button, however they can be changed using inline editing (see below for details).
Inline Editing: Field values in the merge table can be edited by double-clicking in the field, making any desired changes, and hitting Enter. Changes made to field values in the Merge Preview column are committed when the records are merged. Field values for individual records in the group can also be edited and saved to Salesforce without merging the records by using the Just Save button at the bottom right. Clicking this button will save changes to Salesforce WITHOUT merging the records.
Note: Contact records are associated with Accounts in Salesforce. When working with contact filters in Cloudingo, users can change the associated account, or create a new account using a lookup window designated by an icon on the account row of a contact record in the merge preview column.
Once the Merge Preview column displays the desired final result, click the Merge button (merges the records and returns to the group list) or the Merge & Load Next button (merges the records and immediately opens the next group to display those records side-by-side) in the lower right corner of the table. When a group of duplicate records has been merged, the Group and Match counts on the group list as well as on the dashboard are updated. You also have the option of using the Skip & Load Next button to rapidly load the next group of duplicates without merging the previous group.
Do NOT hit the Mass Merge option at the top left if you intend to make manual changes to the preview page for merging purposes. Mass Merge is specifically designed for merging records in bulk and accepting the values that were chosen in the preview page when you initially reviewed the results. Mass Merge will always apply your automation rule master & field value selections. It will not apply manual changes made on the page. Only the merge options at the bottom of the page will retain and apply your manual choices during merge.