How to Get the Most Complete Record in Salesforce

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When faced with duplicate records in your database, the probability increases that old and missing information exists. One employee may use Duplicate Record 1 to log a phone call, while another employee updates the lead status on Duplicate Record 2.

FieldsBy adjusting Cloudingo‘s automation settings, you have the option to tell Cloudingo what records to merge, when to merge, and what fields you want to pull into the master record. For example, you can tell Cloudingo to make the oldest created record the master record. So, out of a group of duplicate records, the one that was created first will be the master record. From there you can tell Cloudingo how to handle certain fields.

“Override master when blank”

Cloudingo will keep all the field values for the master record with one exception: where there are any empty fields, Cloudingo will pull in the value from a secondary record so that you always end up with the most complete record. This is the most recommended option and also the default.

Get the Most Complete Record in Salesforce

“Never override master”

This option preserves the field values for the master record and never changes any of the values, including empty fields. From our example, it will simply use the oldest created record as the master.

“Always override master”

If this option is selected, Cloudingo updates the field values based on the record defined in the first drop down menu.

always override

Specific Field Values

You can get increasingly precise and control things down to the individual field values. For example, if you choose to have the oldest created record as the master, you may want to have the newest modified Account Phone field always override the master. What this means is that if the phone number has been recently modified (most likely because it was updated) then that phone number will be used for the master record, raising the probability that you have the most up-to-date phone number. This same method can be done for addresses, emails, titles, etc.

Using Exceptions

Diving even further, you can add exceptions for when you don’t want Cloudingo to automatically merge records, and instead, set the duplicates aside for you to manually review and merge. A great example would be when the status of one contact is “prospect” while the duplicate record’s status is “customer.” In this scenario most likely you would prefer to have the record owner settle the discrepancy and determine which status is correct.

This is just a simply illustration of how to get the most complete record in Salesforce and ways to merge records in Cloudingo. Of course you can get more thorough and detailed with your settings. If you have an example of how you’ve been able to create the most complete records in your database using Cloudingo, comment and let us know.

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