What is Duplicate Management in Salesforce?

Duplicate data is a common issue faced by organizations that use Salesforce, as it can lead to wasted resources, poor data quality, and inaccurate reporting. Salesforce Duplicate Management is a powerful tool that allows you to prevent and identify duplicates in your Salesforce database. 

How Do You Prevent Duplicate Records in Salesforce?

Let’s talk about managing duplicates in Salesforce using duplicate management to maintain data integrity and improve efficiency.

Define Duplicate Rules: The first step in implementing duplicate management in Salesforce is defining duplicate rules. Identifying which fields are important for detecting duplicates and configuring rules accordingly. You should also decide on matching criteria.

Choose Your Matching Mode: Salesforce offers two matching modes: Exact and Fuzzy. Exact matching is more strict and will identify duplicates that match all criteria. Fuzzy matching is more forgiving and can identify similar duplicates but not exact matches. Choose your matching mode depending on your needs and accuracy level.

Test Your Duplicate Rules:  Before implementing your duplicate rules, test them using the Duplicate Management Wizard to search for potential duplicates and compare the results with your expected outcomes. Testing your rules will ensure they are working as intended and help you identify any issues before they become problematic.

Use Duplicate Alerts:  Duplicate alerts can be configured to notify users when a potential duplicate is created, which allows users to review the record and decide whether it is duplicated. It is also a useful tool for preventing duplicates from being created in the first place and can help to maintain data integrity.

Use Duplicate Blocks: Duplicate blocks prevent duplicates from being created by blocking the creation of new records that match existing ones. It is a more strict approach than duplicate alerts, but it can be useful when duplicates are a significant problem. When a user attempts to create a new record that matches an existing record, they will receive an error message and will be prompted to review the existing record.

Consider Data Enrichment:  Data enrichment involves adding data to existing records to improve their quality using third-party tools or services matching your existing records with external data sources. It can be a useful way to improve data quality and reduce the likelihood of duplicates being created.

Review Your Duplicate Rules: These rules should be reviewed regularly to ensure they remain relevant and effective because duplicate rules may need to reflect as your business evolves and your data changes. Reviewing your duplicate rules will help maintain data integrity and improve overall efficiency.

Also Read: Salesforce B2B Commerce Implementation Guide

Duplicate Rules Salesforce Limitations

Salesforce Duplicate Rules are a powerful tool for identifying and managing duplicates in your Salesforce database. There are some limitations and considerations to keep in mind when using Duplicate Rules:

Limits on the number of rules: Salesforce limits the number of Duplicate Rules you can create based on your edition and license type. For example, you can create up to five Duplicate Rules per object in Enterprise Edition. You can create up to 10 Duplicate Rules per object in Performance Edition and Unlimited Edition.

Limits on the number of fields: Salesforce limits the number of fields you can use in a Duplicate Rule based on your edition and license type. For example, you can use up to five fields in Enterprise Edition in a Duplicate Rule. Use up to 10 fields in a Duplicate Rule in Performance and Unlimited Edition.

Limits on the number of matching rules: Salesforce limits the number of matching rules that can be used in a single Duplicate Rule. This limit is based on your edition and license type.

Limits on the batch size: When running a Duplicate Job, Salesforce limits the number of records that can be processed in a single batch. This limit is based on your edition and license type.

Limits on alerts: Salesforce limits the number of Duplicate Alerts that can be sent daily based on your edition and license type.

Limits on the number of blocks: Salesforce limits the number of Duplicate Blocks that can be applied daily based on your edition and license type.

Limits on the matching criteria: Salesforce limits the types of matching criteria used in Duplicate Rules. For example, you cannot use matching criteria, including picklist or formula fields.

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Wind up

Salesforce Duplicate Management is a powerful tool that can help organizations to maintain data integrity and improve efficiency. With the above best practices, you can ensure that your duplicate rules are effective and up-to-date and that your data remains accurate and complete.