--- title: "Creating Filters & Rules for Import" slug: "tools-import-creating-filters-rules-for-import" updated: 2026-02-10T16:20:54Z published: 2026-02-10T16:20:54Z canonical: "help.cloudingo.com/tools-import-creating-filters-rules-for-import" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.cloudingo.com/llms.txt > Use this file to discover all available pages before exploring further. # Creating Filters & Rules for Import ## Overview Cloudingo will check for existing records before bringing in the import data. Upload files to scan against Leads, Contacts, Accounts, or Custom Objects. Perform multi-object scans with the same file upload if desired. Before importing, determine how to scan for duplicates and which filters to use. Create import-specific filters on the fly or pre-configure Dedupe filters for future use. Use existing or set up new import rules to define how records get merged if the file data is more valuable to retain than the existing record’s data. --- ## Using Filters in Imports ![](https://cdn.document360.io/fb7adcf5-d3fc-4211-83f7-de4820818a88/Images/Documentation/image-1678150022324.png) 1. Imports can use pre-built [filters](https://help.cloudingo.com/docs/tools-dedupe-filters-creating-managing-filters) from the Dedupe dashboard or create new one-time matching criteria during the import process. 1. Recommended practice is to use pre-built filters if performing similar uploads in the future. 2. Before importing, decide on how to identify and merge duplicates. 1. Decide on what criteria (e.g., email, email + name, phone, etc.) should be used to determine duplicates. Choose as many matching algorithms as desired. 2. If the import does not find any duplicate matches, check the filter configuration, and consider creating a new filter if necessary. 3. Use the ‘**Rescan**’ option in Step 6 to scan against multiple filters. Scan using the first filter and merge. Then, rescan the remaining records against additional filters to find additional matches. Merge duplicates detected with each filter scan. ![](https://cdn.document360.io/fb7adcf5-d3fc-4211-83f7-de4820818a88/Images/Documentation/image-1678150309036.png) --- ## Using Rules in Imports 1. Import scans can identify a single record match or multiple record matches if Salesforce duplicates have not yet been deduped. This will impact merging imports with the identified matches (making the [rule](https://help.cloudingo.com/docs/tools-dedupe-rules-creating-managing-merge-rules) a critical piece). 2. Determine the value of the imported data. 1. To never override an existing record’s data with the file data, a pre-built rule already being used for regular dedupe can likely be used for import. 2. If the file data is more valuable to retain than the existing data in the Salesforce org for some or all the fields in the upload, set up a new import rule to use for file uploads. 3. Finally, make sure to select the Import Rule during the scanning process (step 5). The import process will then apply the rules configured for merging the import records. ![](https://cdn.document360.io/fb7adcf5-d3fc-4211-83f7-de4820818a88/Images/Documentation/image-1678150094749.png) --- ## Looking at an Example: ![](https://cdn.document360.io/fb7adcf5-d3fc-4211-83f7-de4820818a88/Images/Documentation/image-1678144393347.png) 1. **Master Record Selection**: 1. In this example, Cloudingo chooses the master record using the highest priority status based on the rule definition. If more than one match is detected, the tiebreaker will determine the master; Oldest Created. 2. If only one match is detected, Cloudingo will always choose the Salesforce record as the master. 2. **Default Field Values**: 1. In this example, the Default Field Values rule is set to 'Newest (ordered by MODIFIED date)' 'And override master when blank'. 1. This setting will fill in the missing values with the newest modified Salesforce record (if more than one match is detected) and override the Master record if the Master field value is blank. 2. 'Override master when blank' is the recommended Default Field Values setting. 3. Be cautious when setting the Default Field rule to 'Incoming record (import or API value)' and 'always override the master', as this type of configuration may have negative consequences. If using the incoming as your default field rule, test, and preview for accuracy before merging. 3. **Specific Field Values**: 1. In the Specific Field Value section, configure rules for specific fields to override existing data with the file data. 1. The Title and Phone fields in this example are set to the 'Incoming record (import or API value)' rule with the override set to 'always override master'. 2. This means that the Title and Phone values will always be chosen from the incoming record (import file) if provided, or from the Master record if not provided. 2. It is important to retain the baseline logic for the import rules that are normally used during a Salesforce merge to ensure accuracy. 1. Example 1: In your regular dedupe merge rule, the Email Opt Out rule is set to prioritize a true value over a false one and the file does not contain Email Opt Out data. Continue applying this logic in the import rule if the import merges with more than one matched Salesforce record. 2. Example 2: In your regular dedupe merge rule, the Description rule is set to combine values from all records for merge. Continue applying this logic in the import rule in the event the import merges with more than one matched Salesforce record or if the import file itself contains a description value that needs to be combined. Important Note:Be sure to use a small file to test the filters & rules without automatically merging or pushing records during Step 5. Preview the results for accuracy. Make sure that the filter & import rule are working as expected for all fields before merging. Once perfecting the import process, check out [Import Templates](https://help.cloudingo.com/docs/libraries-import-templates-rapid-import) here to streamline the entire process and eliminate manual work!