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Merging/Converting Duplicates

Overview

DupeBlocker potential duplicates can be merged/converted directly within the DupeBlocker application from the warning object generated when the scenario is set to "Report Duplicate" for either inserts or updates.

In an open sharing model, users can merge/convert any potential duplicates found by DupeBlocker.  For organizations that have implemented Salesforce security, and have "Bypass Security" checked in the scenario, such that DupeBlocker will still detect a potential duplicate even though the user does not have access to the matching record, DupeBlocker Administrators will need to execute the merge/conversion of duplicates.  More information on the "Bypass Security" checkbox can be found in DupeBlocker Step by Step Instructions -> Scenarios -> Creating/Editing Scenarios -> Scenario Details.

Accessing the Warning

Select the warning and review the potential duplicates.

To access the warning from the list of potential duplicates, just select one of the duplicates from the list and a warning link will be listed in the potential duplicate details.

 

To merge all duplicates select the Merge/Convert Duplicates button at the top of the screen.  If only a portion of the potential duplicates should be merged (i.e. have determined only 2 of the 3 should be merged), then select "Del" next to the record(s) not to be merged/converted in the DupeBlocker Potential Duplicate list, then select Merge/Convert Duplicates.

Records can also be deselected from within the Merge/Convert window, but this will not delete the warning when the merge/conversion is complete (as one record still remains as a potential duplicate).

Merge Screen

When merging like objects, Leads/Contacts/Accounts the user will be brought to the following merge screen.

More than 3 records can be merged at a time.  To see additional records use the scroll bar on the bottom.  For additional fields use the scroll bar along the right hand side of the screen.  Only populated fields will be shown.

By default, the first record in the list is selected as the master and all fields populated on this record will be selected as the fields to keep.  If a field is populated on a non master and blank on the master, then the field from the non master will be selected (update fields where master is empty).

Changing the master record, will change the fields to be kept.  Manual overrides can be made to keep specific fields from each record.

Multiselect, text area and boolean (true/false fields) fields can all be merged.  For boolean fields, a "true" value will always be preselected over a "false" value.  Fields defined as one the former types, will be noted by a box vs. a single selection circle and multiple boxes can be checked to concatenate these fields when the records are merged.  The default is to keep all values from all records, but this can be overridden manually by unchecking a particular box.

Merge screen example with master changed, and manual changes to field selections.  Can also deselect a record from the group to not be merged, by unchecking the box at the top.  Only the checked records will ultimately be merged.

Selecting "Merge Selected" in the bottom right hand corner executes the merge.  The merge can be canceled by selecting "Cancel".

Note:  Once records are merged, they cannot be unmerged.  All DupeBlocker related lists will be deleted when the records are merged (i.e. Warnings, Warning Tasks, and DupeBlocker Potential Duplicates).  All other related lists will be merged onto the record that is being kept (i.e Tasks (non DupeBlocker), Campaigns, custom objects etc.).

Once the merge is complete, the "merged" record is displayed.

Conversion Screen

Warning for Lead to Contact.

When converting Leads to Contacts or Leads to Accounts the user will be brought to the following conversion screen.

Note:  More than one Lead can merged into one Contact at a time.  To see additional records use the scroll bar on the bottom.  For additional fields use the scroll bar along the right hand side of the screen.  Only populated fields will be shown.

In a conversion, if a field is populated on both the Contact and the Lead the Contact field will be retained (same for Lead to Account conversions).  If the field is empty on the Contact but populated on the Lead, the value from the Lead will be merged onto the Contact.

Custom fields that have been mapped for conversion, will be merged onto the Contact record even though they do not appear in the conversion screen.  Unlike merging for Leads/Contacts/Accounts, multiselect, text area and boolean fields CANNOT be concatenated.  These fields will be updated on the Contact if empty, but if populated on both records, the value from the Contact will be retained.

Conversion options are listed on the right hand side of the screen.  Just like converting a Lead to a Contact or Account in Salesforce the following options are available:

• Select Lead Status:  A drop down list is provided for all available statuses for converted Leads as defined in Salesforce.
• Overwrite Lead Source:  Checking this box will overwrite the Lead Source on the Contact with the Lead Source from the Lead.
• Create Opportunity:  Checking this box will create an Opportunity upon conversion.  The default in DupeBlocker is NOT to create an Opportunity since the Lead has already been identified as matching an existing Contact.  The Opportunity Name can be customized or the Company Name can be selected.
• Create Task:  Checking this box will create a Task for the Contact owner notifying them that a duplicate Lead was found and converted.  The default is NOT to create a task.  Task subject and detail can be customized.

Selecting "Convert Selected" in the bottom right hand corner executes the conversion.  The conversion can be canceled by selecting "Cancel".

Note:  Once Leads are converted, they cannot be unconverted.  All DupeBlocker related lists will be deleted when the Leads are converted (i.e. Warnings, Warning tasks, and DupeBlocker Potential Duplicates).  All other related lists will be merged onto the Contact (i.e Tasks (non DupeBlocker), Campaigns, custom objects etc.).

Once the conversion is complete the Contact will be displayed.



See also
What are Warnings?
Monitoring Warnings