This video demonstrates the Deduplication and List Import tools. Deduplication allows you to merge duplicate records, and List Import allows you to upload lists to Salesforce easily.
FULL VIDEO TRANSCRIPT:
So this is a quick demo on the deduplication and list import tool. The cleanse tab on the left here gives you access to any bulk cleanup job so it connects directly to your CRM and in this case that’s Salesforce. And from there, we can do deduplication on leads contacts accounts.
We can also do cross object from lead to contact and then we can do some lead to account conversion or linking. We also have custom object d2 being available and in any of these applications or these reports for deduplication. The first step is to filter the data so if you have necessary dupes by record type or product type or whatever the field may be. In Salesforce you just build a report here by adding filters and it’s just the same as Salesforce reporting. If you don’t put a filter like I do here, you will be looking at your entire object. In this case it’s 5700 records. So on the next step, we set up the matching criteria and typically this is done between the RingLead support team and the end user. And here I’ve built a logic where if an email field in my Salesforce matches based on our email matcher and we have over 38 different match types depending on what type of field it is. But in this case, if an email matches or a last name and a first-name loose, we add all the naming dictionaries and give you a fuzzy matching editor that you can add to. And here I did last name strict first-name loose or company name loose those are and dividers. And then here we’ve done or last name first name and email domain or last name first name and phone number, so any logic that’s specific to your business we can set up here. And then template eyes for later use.
You can also once we identify what the duplicates are set rules for what the master record is going to be. So here it’s either first the rule is going to be the first created record would be the master and if they were both created on the same date we’d go to the newest modified and that they were both modified on the same date. I built a picklist hierarchy here so that the values can be set in a hierarchy and once the record has been chosen in a group of two or more records that are duplicates. Once we’ve chosen a master record the next step would be to set surviving field value rules so you can paint the perfect picture of the merged record and in this case we can concentrate a text value or take a keyword priority. We can take a numerical value like a lead score and take the highest the lowest, the newest to oldest, maybe not even add the values together for pick lists. You can create hierarchies but basically the idea is that any important field standard or custom you can set a rule behind so that when we go through the UI to actually merge the duplicates. You can see the surviving preview of the record before it’s merged and if you wanted to make any changes you could pick and choose between the values on the page or you can even enter your own.
The idea is that you work between the resolution and the rule pages for a little while until you perfect them so that we can do mass merging. We can merge all the duplicates in a group even if it’s thousands or hundreds of thousands right or we can merge groups per batch. So up to a thousand groups of duplicates and the single batch can be merged or as small as one. Or you could work methodically through the groups and merge them one at a time. The merge takes place directly in Salesforce. There is no export but if you want to export the data before you start running merges, we allow you to export the data as well one other feature. I think other than merging that you should see in this deduplication tab is linking the lead to the account table so we can match leads off of their accounts based on certain criteria off of the fields and match types. And in mass we can link or set a relational lookup field with a link on the lead object up to the account object or we can convert those leads that match accounts directly into contacts so that’s not technically deduplication but it’s part of our deduplication module here the other tool you asked me about was the list import tool so I’ll give you a quick demo of this application.
Basically you can drag and drop any file CSV into the editor here. It’ll break down your column headers and then the data from the file below and then you can run a series of data operations. So you can standardize names into proper case or standardized company names. You’ll move the word to the to the beginning, or the end, or get rid of it, abbreviate or expand suffixes like Inc, Co, Corp, International, Limited. You can also standardize job titles, States, streets, URLs, phones. Those are values in your spreadsheet that you can standardize into a convention you like before you enter it in the Salesforce. We can also set matching criteria against the contact lead and account object. So similar to the matching logic we put together internally for your deduplication, we can transfer that logic into the duplicate prevention module, including the list import and web submission manual entry.
Right here you can see I’ve set up rules for matching people in my file or accounts in a file off of the lead contact or account object. You can set a subset so if you don’t use leads or you don’t want us to search against contacts or accounts. You can tell us which objects to search in which order to search them in. If we do find a duplicate you can do one of two things. You can just export the results offline really quickly and look at them in Excel. Or you can actually map the columns from your spreadsheet to standard or custom lead contacts and account fields in Salesforce and to find how we would update the existing record if we found a match.
So lastly you can do cool things in this tool, like verify an email off of strike iron informatica or other vendors. We can do direct or contact direct dial phone number and contact a pen. And when you choose these different enrichment packages, they’ll become available to be mapped right alongside your columns from your spreadsheet. So you could turn a spreadsheet with five or ten values into a spreadsheet with existing records in your Salesforce update. The existing records that we found matches and if we don’t find a matching contact or lead but we find a matching account, you can link that new person to the account as a lead. Or you can automatically convert that person into a contact and then we have some conditional statements as well. So that if you link some but you want to convert others the conditional statements are there and then if you we don’t find a match you could create a new record by assigning a specific owner or you can assign it to a queue. You can also use any assignment rule that you have in Salesforce. Or my favorite option is just to put a column in the spreadsheet with the owner to name or the owner ID and we can utilize those columns for our assignment rule for the new records or new leads that get created in the system. We also if you don’t use the lead object can create new accounts with new contacts and assign those out similarly.
So I hope you like the demonstration it’s kind of just on a whim and if you’d like a series of videos about how to actually take action on these steps we can forward those on to you as well. Thank you.