The knowledge of handling duplicate accounts in any bookkeeping, record keeping or database management system is an important thing to have, as multiple duplicate accounts can really take a toll on any set of data and records. Duplicate accounts usually occur due to multiple users adding objects that are already in the system, occasional glitches in the system that result in creation of two entries, or even due to internet lag or absurd things like mouse or keyboard glitches.
Regardless of the manner in which a duplicate account was created, it is imperative to merge these entries especially if the multiple entries have data that is vital and does not entirely match with the others. Keep in mind that in such a situation, deleting the entries would be dangerous and leaving the multiple accounts duplicated would be an issue that would be against your data quality plan.
How To Use Salesforce Merge Accounts
In this post, we shall be taking you through the simple steps in which you can use Salesforce merge accounts without having an issue. Before we start, it’s important to note that for this to be successful, you will need to have either a business account or a developer, enterprise or an unlimited edition for personal accounts. Ideally, you should have the Read and Delete permissions for accounts and contacts for this method to work. If you own any of the mentioned accounts, and the permissions are missing, then we would advise you to contact your administrator for further assistance.
So, how do you merge accounts in Salesforce?
The first thing you will want to do is go to the ‘Accounts’ tab and click on the Salesforce Merge Accounts option found in the tools section. Keep in mind that you need to be in the “Accounts” to access this. From here, you will be prompted to enter a search string to find the duplicate accounts. Do not fret, a search string is simply a line of text with one or two characters. The good thing is that the wildcard * is allowed, and so, you will be able to find many objects at the same time.
The next thing you will want to do is to select up to three of the results that you want to merge and click on the “Next” button. Keep in mind that as for now, you are allowed to combine only three accounts at a time. After pressing next, you will have to choose the account that you want to be the “Main or Master Record”. This is basically the account that will absorb the rest and remain after the others are gone. All the records and data from the other accounts will be found in this Master Record account.
Finally, click on the Salesforce merge accounts option to complete the process.
And you are done. It’s simple, right? If duplicates continue to exist, just repeat the process until they are all merged into one account. However, be careful when choosing the master record as well as the fields you want to copy over. It can be daunting when there is a serious amount of duplicates, but hurrying through the process could make things worse. So, there you have it! Simple steps to merge duplicate accounts in Salesforce and improve data quality.