How to Clean Up Dirty CRM Data

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View Out of the Box Duplicate Detection Rules to Maintain Clean Data

The default duplicate detection rules for accounts, contacts, and leads. However, you can create a new rule to detect duplicates for other record types.

User must have one of the following Security Roles:

System Administrator
System Customizer
Sales Manager
Vice President of Sales
Vice President of Marketing
CEO-Business Manager security role

Step 1: Go to Settings> Data Management

Step 2: Select Duplicate Detection Rule

Step 3: View the Out of the Box Detection Rules.

Status Reason:

Unpublished are not Activated (Rule has to be unpublished to edit and re-published once edits are complete)
Published are Activated

Step 4: View an Unpublished Rule. In this example, Accounts with the same website is selected. The criteria is set to detect Account’s Website that are an exact match. To improve performance, select Exclude Inactive Matching Records.

Step 5: Select Save then Publish

Create Duplicate Detection Rules to Maintain Clean Data

Step 1: Go to Settings> Data Management

Step 2: Select Duplicate Detection Rule

Step 3: Select New

Step 4: Enter the Rules Name, Base Record Type and Matching Record Type

Step 5: Select the Field, and Criteria. No. of Characters is required only if Same First Characters or Same Last Characters is select. If this is selected, enter the value in No. of Characters.

Step 6: Select Save and then Publish

Run System Jobs to Detect Duplicate Records

Check for Duplicates wizards create bulk jobs to find duplicates based on the rules created and cleans them up. This can be scheduled to be ran daily.

Step 1: Settings Data Management

Step 2: Select Duplicate Detections Jobs

Step 3: New

Step 4: Welcome screen for Duplicate Detection Wizards appears, select Next

Step 5: Select the Entity (Contact, Account, etc) and Criteria

Step 6: Select Preview Records, to verify your query

Step 7: View the records then select Back to Query

Step 8: Select Next. If needed, edit the Criteria.

Step 9: Select the Start Time

Step 10: To set reoccurring, check Run this job after every and select the number of days

Step 11: Email notification defaults to User’s Email. User can also include 1 or more other Users to be notified by email as well by select the magnifying glass

Step 12: Select Next

Step 13: Start Duplicate Detection Job window, select Submit

Run Bulk Records Deletion for old System Jobs

Its best to run the delete old system jobs to

Step 1: Go to Settings> Data Management

Step 2: Select Bulk Record Deletion

Step 3: Select New

Step 4: Select Next on Bulk Deletion Wizard

Step 5: Select System Jobs in Look for

Step 6: Enter the Criteria:

System Job Type – Equals – Bulk Delete
Status Reason – Equals – Succeeded
Completed On – Older Than X Months – 1

Step 7: Select Next

Step 8: Select the Start Time

Step 9: To set recurring, check Run this job after every and select the number of days

Step 10: Email notification defaults to User’s Email. User can also include 1 or more other Users to be notified by email as well by select the magnifying glass