Creating an Update Contacts from Account (Data Maintenance Mass Update) Filter

Cloudingo offers an update filter that allows you to update contact values with a matching account’s data (or the contact’s associated account’s data) in bulk. When creating the filter, specify which Contact records you want to update by choosing specific field values (for example- find all Contact records where the Contact’s street address matches an Account’s Street and City, the Contact record was created with today’s date, and the Account’s name contains ‘XYZ’. *This will pull in records where the Contact’s Account Name may differ from the Account’s Account Name since we are not matching up the records by name – only street.* Then, choose what you want to update on the Contacts from their associated or matching Account (for example- update the Contact Account Name & owners to be the same as the associated Account owner).

To get into the Data Maintenance feature, click the Dashboard menu drop box at the top of the page, and choose “Data Maintenance” from the list of options.

Once in the Data Maintenance dashboard, to create a new filter to update records, click on the ‘Actions’ menu to the top, right corner of the page, then choose ‘Create New Job’.


Tab 1 - The basics

  1. Choose ‘Update Contacts from Account’ for the Maintenance Type.
  2. The Source Object Type will be ‘Account’.
  3. The Target Object Type will be ‘Contact’.
  4. Give the filter a descriptive name so that you know exactly what the filter will be doing when viewing it on your dashboard.
  5. Put in a description for the filter if desired.
  6. Make sure that the filter is ‘Enabled’ so that it will calculate results.

Click Continue.


Tab 2 - What fields do you want to match on?

You can select any 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.

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.

(Field selections work on an AND logic.)

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: 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.


Tab 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. For example, in orgs that break out Accounts into various Record Types, you may want to filter within a record type, but not across the whole object so that an Account can exist once in each Record Type. In the example above, we are selecting that we only want to pull in records where the Contact’s Created Date is equal to today.

Scope

  1. Simply drag the field defining the data point from the left to the right. You can set scope on the Contact field values, Account field values, or both. Toggle between the Contact & Account fields at the top, left just above the field list.
  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 for the object rule 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.


Tab 4 What fields do you want to update?

In the drop box, choose the Contact field that you want to update.

A) Type in the specific value that you want to update on all records for the selected field. Whatever value you specify in the ‘Specific value’ box will be the value that gets updated for the selected field for ALL records in your filter.

B) If you want to update the child record values (the Contact values) to be the same as the Master record’s value (the Account values) for the selected field, choose ‘Master Field‘, then choose the field’s value that you want to copy FROM the the Account into the Contact record.

In the example above, the first update selection is updating the Contact’s Account Name to be the same as the Account’s Account Name. In the 2nd field to update, we are also updating the Contact’s Owner ID to be the same as the Account’s Owner ID.

C) If you want to update all Contact records to have a blank value for the selected field, choose ‘Update field to empty‘. Use caution with this option, as it will wipe out any pre-existing values with a blank value if chosen.

Click the option to specify additional update criteria.

Hit Continue.


Tab 5 - Limit your groups

Tab 5 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.
  3. Choose with object you want to add the scope filter for (Contact or Account).
  4. Choose the field that you want to filter on.
  5. Choose the rule that you want to use for the scope.
  6. Enter the value you want to evaluate in the field scope.

In the example above, we are limiting the groups so that we only see matches where the Account’s name contains the word ‘XYZ’. *This does not mean that the Contact’s Account Name also has to contain ‘XYZ’, but at least one of the account record’s must.  Any groups of duplicates that do not meet this criteria (in addition to the criteria you specify in tab 2 & 3) will not pull into the results.

Another 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  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. Calculating the filter will NOT run the update process automatically. You will be able to preview the results before doing updates in mass.

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.

View Filter Results

Once you’ve created your Update Contact from Account data maintenance job and the job has finished calculating, click on the matches link to view the results of the records found by the job.

Once in the preview screen, you will be able to see the full list of records pulling into your filter results on the left hand side of the page. Clicking on the row (or blue arrow) for any of the records on the left side will pull up the preview of the updated field values on the right hand side of the page.

Note: If you cannot view the updated field & value in the gray column, you may have ‘Collapse Empty Rows’ enabled under the ‘Options’ menu at the top right corner of the page. Fields with blank values are hidden from the preview when this option is chosen. You can click ‘Options’ to de-select the ‘Collapse Empty Rows’ selection if this is the case.

Check to ensure that you are seeing the correct results and make any modifications to the job as necessary. To edit a filter, go back to your Data Maintenance dashboard (by clicking the option at the top of the page or by choosing Data Maintenance from the dashboard options. Once in the Data Maintenance dashboard, click the filter menu option (the 3 lines at the top right corner) of the filter that you are needing to edit, and choose ‘Edit’ from the menu options. This will take you back into the filter configuration tabs where you can add or edit criteria as necessary.

If you need to make changes to the job or add additional criteria, be sure and Save and Recalculate the job after making your changes. Preview the results again for accuracy.

Once you are comfortable with your job and the results, you are ready to perform your update jobs.

Note: This goes without saying, but thought we should remind you that when updating records in Salesforce, you are changing the Last Modified Date/Timestamp and Last Modified By User on all records within the filter once the update is performed. If you have an extremely large count for your filter result matches, please carefully review your results for accuracy before updating in bulk. Once an update action is performed in Salesforce, there is no ‘undo’ button. You might consider initially narrowing your filter results down to a specific set of records only for testing purposes as well before performing the larger jobs.

Update Records

You can perform your updates in several different ways. You can update them manually one record at a time, in mass one page at a time, or by starting an automation job to process them all automatically.

  • Manually (one record at a time)– Go to the ‘View/Edit’ preview page from the filter results. Click on the first record in the list that you would like to update to bring it into view, then update the records one record at a time by clicking the Update option (which updates the current record in view and remains on the current page view), or the Update & Load Next, which will update the current record in view then load the next record in the list to preview. The ‘Update’ and ‘Update & Load Next’ buttons are located at the bottom right corner of the preview page.
  • Mass Update (one page of results at a time) – Go to the preview page from the filter results and select the All button at the top, then click Mass Update.

  • Automation Job (update all records within the filter automatically) – Go to the preview page from the filter results and choose Automation >> Start Automation from the top right corner of the page.

You can also run or schedule an automation job directly from the Data Maintenance dashboard by going into the filter menu options. The job will start immediately after walking through a series of confirmation pages to start the job.

  1. Start an automation job on the filter directly from the Data Maintenance dashboard from within the filter menu by choosing Start Automation. The job will start immediately after walking through a series of confirmation pages to start the job.
  2. Choose Schedule to set up an automation job on the filter if you want to repeat the job regularly (daily, weekly, monthly) or schedule it to run at a later date/time instead of right now.