For every organization, maintaining clean and up-to-date data on customers, members, events, and activities, among other things, is important for using your CRM system. Microsoft Dynamics CRM uses duplicate detection to help you achieve this goal.
Although you can configure CRM to automatically detect duplicates as they are created imported as you are going along in your day-to-day activities, users and staff can ignore these warnings, which may lead to a number of duplicates in your system. Therefore, it is important to periodically run a duplicate detection job to find any duplicate records within your system.
This article covers how to set up, edit, and publish duplicate detection rules, which are used to set up criteria you can use to find duplicates when running the duplicate detection job.
To set up a duplicate detection rule, navigate to Settings > Data Management > Duplicate Detection Rules. For every organization, maintaining clean and up-to-date data on customers, members, events, and activities, among other things, is important for using your CRM system. Microsoft Dynamics CRM uses duplicate detection to help you achieve this goal.
This article covers the duplicate detection settings that are configurable within your CRM system.
Select Duplicate Detection Rules.
This will open up a view of all the existing rules within your system, where you can delete rules, create new ones, and modify existing ones.
Setting Up Your Rule
To set up a new rule, click new in the top left-hand corner of the toolbar. This will open up a blank form where you will set up the criteria for your duplicate detection rule. If you have set up workflows before, this will look very familiar.
In this example, we are going to be looking for contact records that have the same first name and last name.
1) In the form, I've filled out the required fields:
Name - Set the name/description of your duplicate detection rule
Base Record Type - This is a picklist in which you pick the entity the rule will apply to
Matching Record Type - Picklist where you will pick the entity to compare your base record type against
You can also set whether or not the rule is case sensitive.
2) Once that is complete, you will need to set up the criteria used to detect a matching record. In this example, I've opted to do an exact match of the first and last name fields on the contact entity. We recommend checking the ignore blank values box so as to have the rule ignore blank fields (fields with no value set). Note that blank values are automatically ignored if there is only one condition.
3) Once you've finished setting up your rule criteria, save and close your rule.
4) To make your rule usable, select the rule in the duplicate detection rule view and Publish it.