Quick Search
  • 07 Mar 2022
  • 7 Minutes to read
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Quick Search

  • PDF

Overview

Cloudingo is designed to help you find and eliminate duplicates in bulk using Dedupe Filters and Rules. 

However, there may be times when you need to search for one-off groups of records to merge (or one-off groups of Leads to convert into new Contacts & Accounts). 

For example, if you know specific duplicates exist, you can use Quick Search to find those matching records quickly, rather than building a filter. 

Another scenario is when there are no common field values to match on, but you have the record IDs. You can use those record IDs to search and merge.




To navigate, choose Quick Search from your Dashboard menu options.



Step 1: Select an object

Choose which object you wish to search in (Lead, Contact, or Account) by clicking the appropriate box.



Step 2: Select conditions for searching

Use the default search conditions to quickly identify record matches or customize the selections. At least one search condition is required. 

For example, if searching for duplicate Leads, the default search conditions will show First Name, Last Name, & Email. But if you know the names of the Leads differ, but the Email is the same, remove the extra rows and search for Email only.


Example of Quick Search on Lead Object

Fields

To edit a search condition field selection, click the Field drop box to choose a field to match on. The list of available fields will include all standard and custom fields available in your org.

To delete search conditions, click the "x" icon to the far right of the field condition(s) you wish to remove. At least one search condition must be configured. If you only have one row of conditions populated, the delete option will not be visible (edit the field selection instead).

To add search conditions, click the "Add Field" button to the bottom right of the field conditions.

Conditions

Specify what condition you want the field value to meet (for example, 'Equal' or 'Not Equal' requires that you use a specific value exactly as it appears on the records you want to identify, while 'Contains' or 'Does not Contain' can be a partial value for the field that the record contains). 

Tips
When using ‘Equal’ or ‘Not Equal’, 'Contains', 'Does Not Contain', 'Starts With', or 'Ends With', you can specify multiple values, separated by commas and no spaces. For example, to examine records in the state of Texas only, select the State field and set it to (Equal) ‘TX,Texas’ to find all possible matches. (When using 'Equal' or 'Not Equal', the values must be entered exactly as they appear in Salesforce in order to be detected.) This applies to all field types except multi-picklists.

Value

Specify the value you want the field value to meet. 

Click Search at the bottom right to start the process. Click Cancel to cancel out of any changes made to the search conditions.



Step 3: Results

When the search completes, a box will be displayed with the number of record matches identified.


If you need to limit your records even further, complete Step 4 below before proceeding to the results.

Click View Results to load the records. 

Warning
If your search detects no matches, check your records again to ensure that proper search criteria was used.

For example, if you used Email to match, but the email on the records you want to merge differs on the records, you will need to use some other matching criteria (such as Record ID or another field value that is specific to the record that will identify the match).

Keep in mind that if one of the records you are searching for was recently created (within the past hour), it may not yet be visible to Cloudingo due to the syncing process between Cloudingo and Salesforce. 


Step 4: Match Criteria (Optional)

Use this step if you need to limit the results by additional matching criteria. 

For example, if your search criteria used Email = 'test@test.com' and you want to ensure that those matches also share the same value for another field (such as Company Name), you can choose an existing Dedupe filter to populate the match criteria. Or click Add a Scan to create new field match conditions. 


Field

Choose the field you wish to match on in the Field drop box. If you wish to match on more than one field, click the Add Match Condition to add an additional field match.

Matching criteria works on 'And' logic, meaning all of the criteria must be met in order to identify the match (in addition to your original scanning conditions set).

Matching Condition

For each field configured, choose a Matching Condition. Matching condition options are the same as the Dedupe matching styles defined here.


Options

Depending on the chosen field, you will have varying options available. Ignore Case will be optional for any field that contains alpha characters. First Name, State, and Country will offer Synonym Matching

Click Add Another Scan if you wish to add additional/separate matching criteria to help identify matching records. Cloudingo will perform all scans separately and return any results. 

Click Search to re-run your new search conditions.

When the search completes, a box will display with the number of record matches identified. Click View Results to load the records detected. 



Results

After clicking the View Results option when records are detected by your search conditions, you will be taken to the Results page.

Similar to our Dedupe filter Merge Preview, you will be able to view the identified records in a preview page before choosing to merge/convert. 

Click the blue arrow (in the left panel by the Search Results) to load the preview page for any group of records identified. 

All records will be displayed side-by-side. The blue column on the left is an overview of what the final/master record will look like after merge. The white columns on the right hand side are the actual Salesforce records (and field values) as they appear in Salesforce.

Like regular dedupe, each will have a master record selected and options to edit the field selections (if the record values differ for any fields). 


The master and field selections will default based on the rule chosen.

Click the Change Rule button to modify the rule being used to determine the master and field selections. Rule options will pull from your rule configurations for dedupe

You may also manually make selections on the merge preview page by choosing the master/field values you want to apply during merge. 

If you need to go back to your search conditions and make changes and search again, click Back to Wizard.

At the top right of the preview page, you will see a Sort icon and a Settings icon.

The Sort screen will allow you to re-order the records in the preview from Oldest to Newest or Newest to Oldest. 


The Options screen will allow you to choose from a list of Options (similar to the Dedupe Options settings in the preview page). Options settings can impact how selections to the master or field values are chosen if you attempt to change them manually. Please familiarize yourself with these settings if you are not already aware of how these settings work.



Merge

If duplicates were detected in the scan, preview the results for accuracy before merging and make any changes to the master or field selections as necessary. Once you have the master and field values set as desired and the blue column looks accurate for the final record, choose Merge to perform the merge immediately from this page.

Convert

If performing a Lead search, you can also choose to convert the Lead(s) into new Contact(s) while creating a new Account. Quick Search does not yet provide the ability to find and convert Leads into existing Contacts or into existing Accounts. 

For example, you can search for Leads by Company Name and and convert all of the identified leads from a specific company into new Contacts while also creating a new Account. You would not want to use Convert to manage duplicate leads (that process would convert the duplicate Leads into new Contacts and would create duplicate contacts as a result). To manage duplicates, use the Merge function.

If you choose the Convert option, all selected leads in the preview page will be converted into new Contacts using your Salesforce Lead field mappings 

Warning
Cloudingo field level rules will not apply to the conversions during Quick Search conversions. 

 

Choose the applicable Lead to Account Rule that you want applied during the conversion to determine the Ownership on the records, and specify an Account Name that you want to use when the Account is created during the convert process. The default Account Name will be the Lead's Company Name.

Select Convert Lead(s) to convert all leads detected into new contacts while creating a new Account with the name specified. 


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