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.
To configure your duplicate detection settings, navigate to Settings > Data Management > Duplicate Detection Settings. Click Duplicate Detection Settings. This will bring up a window where you can select the default duplicate detection settings for your organization.
There are 4 options:
1) Enable Duplicate Detection - Must be checked in order to detect duplicates at all. This enables duplicate detection for your whole organization. If you have a large number of records in your system, this may impact performance.
2) When a Record is Created or Updated - Notifies the user that the record created or updated is a duplicate of anther record in the system. Note that duplicates aren't detected when a user merges two records, activates or deactivates a record, or saves a completed activity.
3) When Microsoft Dynamics CRM for Outlook goes from Offline to Online - If you have elected to use Microsoft Dynamics CRM for Outlook, you can use this option to detect duplicates when you synchronize your data after working offline. To enable this in Outlook, select File > CRM > Options, choose the Local Data tab, and then check the Enable duplicate detection during offline to online synchronization check box.
4) During Data Import - If you are using the Import Data wizard to import a number of records, this option will allow the wizard to detect any duplicates that may be created. This is recommended if you are importing many records frequently.