Filter Basics
  • 29 Oct 2021
  • 6 Minutes to read
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Filter Basics

  • PDF

What is a filter? 


The blue tiles on the dashboard represent individual filters that analyze your data in specific ways. At the top of each tile is a title, and a navigational menu for the individual filter. Beneath the first row is additional information about the filter, whether it is a Merge filter (like objects) or a Convert filter (cross objects), and the fields used to identify duplicate matches.

The lower portion of each tile lists the status of the filter, for example, when it was last run, or if it is re-calculating totals. At the bottom of each tile is a large hyperlinked region to the results page (the page where you can see the duplicates identified by the filter and where you can begin working with them). This region also lists the results of the filter run:

Groups

Cloudingo uses the concept of groups. A group is the set of records that matched on the fields in question. A group must have at least two records, but it can have more than two. Groups are ways of combining individual records into sets of duplicates.

Matches

Cloudingo displays the total number of individual records from the database that are included in all of the groups.

Click on either the Groups or Matches counts to get into the filter results. Once you drill into the filter results, you can preview the records detected with the filter calculation and preview those results on screen for accuracy. 


Action Menu

Calculate Totals

Calculating Totals tells the filter to analyze your current Salesforce data and report any current duplicate matches based on the selected criteria. Simply calculating totals does not actually process anything, it only runs the query to identify the records that fit your filter criteria. You should recalculate your filters before you begin working in them to ensure that you are looking at the most recent data matches detected in your org. If you fail to recalculate the filters, it can result in stale results (deleted records may not clear out and new record matches will not be detected).

You can view the last time a filter was calculated on each filter tile by looking at the Status (Last ran x days ago).

To calculate a filter, find the filter that you want to calculate on your Dedupe or Data Maintenance dashboard, click the specific filter’s menu option to the top right, and choose ‘Calculate Totals’.

Schedule

The schedule allows you to schedule when you want the filter to run (i.e. every night at 10:00 PM). There is an option to start an automation job as part of the schedule. Using schedules with auto-merging allows you to, for example, find all the duplicates every night and auto-merge them.

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.

To schedule a filter or job, find the filter or job that you want to schedule on your Dedupe or Data Maintenance dashboard, click the specific filter’s menu option to the top right, and choose ‘Schedule’. You will be taken into a separate Scheduling details page where you will specify specific schedule run information.

View specific Scheduling details here.

Edit

Edit opens the filter edit page where changes to filter configuration can be made. 

To edit a filter, find the filter that you want to edit on your Dedupe dashboard, click the specific filter’s menu option to the top right, and choose ‘Edit’.

View specific Filter Configuration details here.

Copy

Creates a copy of the current filter that can be used as a template for a new filter. Once the copy is made, the new filter can be edited. Be sure to rename the new filter and make any modifications as necessary. Copying will save you time if you need a filter that will be similar to one you already have made, but just need to make a few modifications to.

To copy a filter, find the filter that you want to copy on your Dedupe dashboard, click the specific filter’s menu option to the top right, and choose ‘Copy’.

Details

Gives a quick view of the filter Description and Automation Rule associated so that this information can be viewed without having to go into the filter edit to view those details.

Clicking 'close' will return you back to the regular filter view.

Delete

Removes the filter from the Cloudingo dashboard. 

Keep your Dashboard clutter free by deleting filters that you no longer use. Your filters reflect potential duplicates that need to be managed on a routine basis. Deleting filters that you no longer need allows you to focus on your priorities.

To delete a filter, find the filter that you want to delete on your Dedupe dashboard, click the specific filter’s menu option to the top right, and choose ‘Delete’.

View History

View History opens a historical report on the filter—when it was run and what the result counts were.


To view a filter's history, find the filter that you want to view history on your Dedupe or Data Maintenance dashboard, click the specific filter’s menu option to the top right, and choose ‘View History’. A historical shapshot of filter calculation run times with counts will pop up on screen.

Errors & Warnings

Gives you a quick filtered view of the Merge & Convert History reports on merge/convert failures that have been returned back from Salesforce. The view is automatically filtered by the specific filter and can be further filtered by date or date range in the 'Search' drop box. You can also run the full report (unfiltered or by specific filters) from the reports dashboard.

Add to Filter Library

Adds filter to the Filter Library where filters can be shared to other users or across platforms (ex: Production to Sandbox or vice versa). 

To add a filter to your library, find the filter that you want to add to your library on your Dedupe or Data Maintenance dashboard, click the specific filter’s menu option to the top right, and choose ‘Add to Filter Library’.

For more specific details on the Filter Library functionality, please view that article here.

Start/Stop Automation

Starts a one-time automation job on the current duplicates that the filter has found. 

To start a one-time automation job on a filter, find the filter that you want to start automation on your Dedupe or Data Maintenance dashboard, click the specific filter’s menu option to the top right, and choose ‘Start Automation’. Once a job has been started, it can be stopped from the filter menu by clicking 'Stop Automation'.

Automation Preview

Optional pre-merge report. Report is available for Dedupe Merge filters only, and can list up to 15 fields/values per object. This report is subject to fees in some cases. Please consult with your Account Representative for more information. 

If enabled, to run the Automation Preview on a filter, find the filter that you want to run the report for on your Dedupe dashboard, click the specific filter’s menu option to the top right, and choose ‘Automation Preview’.  This will start the processing of the report. The report will be accessed in another area of the application. 

For more details on the Automation Preview functionality, please view that help article here

Export

Exports the filter results (group name + record IDs only) to a CSV spreadsheet. This is an optional add-on feature to the Cloudingo license.

If enabled, to run the Export on a filter, find the filter that you want to run the report for on your Dedupe dashboard. Click the specific filter's menu option to the top right, and choose 'Export'.

For more details on the Exportable Report functionality, please view that help article here.



What is Next?


Now that you know the filter basics, its time to learn how to create one!

To learn more about creating new filters, please visit our next help article here.

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