The Spectrum service looks for duplicate records based on the data you entered
in the Name and Address fields of the
entity record. If potential duplicate records are found and listed, you can merge
the duplicate records to create a Master record.
Duplicate Detection
and Merging is provided only for Billing Address in case of
Accounts, and the Primary Address in case of Contacts and Leads.
In case the Billing and Shipping addresses have separate address values, then duplicate
detection and merging is run only on the Billing Address. The same holds true for
Primary and Alternate addresses, where duplicate detection and merging is run only on
the Primary address in a similar case.If either the Copy billing address
to shipping address checkbox is checked in case of Accounts or the
Copy primary address to alternate address checkbox is
checked in case of Contacts and Leads meaning both addresses are same, duplicate
detection is run on the address and any changes resulting from merging duplicate
addresses are copied to both the addresses.
-
Go to Accounts, Contacts, or
Leads in the menu bar.
-
To create a new record, click Create. Else, to edit an
existing record, click on the desired record, then click
Edit in the top right.
-
Enter the details of the record.
To perform duplicate detection and merging, a combination of the
Name and Address fields is
used. Ensure you enter at least the Name and preferably
the Address fields as well. The accuracy and quality of
the duplicate detection and the merged record depends on the accucracy of the
details provided.
-
Click Dedupe and Merge.
The Duplicate Detection and Merging window opens,
listing all the records that may be potential duplicates for the entity you are
saving.
-
In the Duplicate Detection and Merging window's, the
MatchScore column indicates how similar the duplicate
records are to the record you are saving. An identical record has a score of
100. The lower the number, the less closely the record matches the record you
are saving.
In the Action column:
-
Mark as Master that record into which you wish
to merge the selected details from the duplicate records. This
Master record is preserved and will contain the merged
data.
The
MatchScore column of the
Master record is blank.
Note: By default, the last
record in the Dedupe window is marked as the
Master record, while the remaining are
marked as Option records.
-
Out of the Option records, mark as
Merge those records from which you want to
select specific field values to create the Master record.
Click the column values that you want to merge into the master record.
These selected values are highlighted and combined to create the master
record. These 'merged' records are then deleted and do not show up in
any future duplicate detection run.
-
The remaining Option records are left without
any changes, and show up in future duplicate detection runs.
-
Click Submit.
The selected values from the various
Merge records are merged into the
Master record, and these values now populate the
relevant address fields in the parent window.
-
Click Save in the parent window to save the entity with
the address details from the Master record.
The unique match key generated is now saved for the Master
address record.
Attention: For all future dedup runs matching this particular
Name and Address, this
Master record as well as the Option marked
records might be listed based on Threshold value. However, the
Merge marked records are deleted and do not get listed in
any future dedup runs for the same Name and Address combination.