Scenarios

Last published at: 2023-10-19 09:09:44 UTC
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Duplicate Check uses scenarios to identify duplicate records in Salesforce. By adjusting the existing scenario, you can decide yourself based on what fields and what logic Duplicate Check should compare your records. In addition, you can define what should be considered as a duplicate record.  

Edit name

You can edit the scenario name by clicking the pencil icon next to the name. The icon will become visible when you move your mouse over the scenario name.

Threshold

In the process of comparing records, Duplicate Check calculates a matching percentage. That percentage is calculated by comparing the values of the fields that are defined in your scenario. The Threshold level decides from what percentage a match is defined as a potential duplicate record. The standard setting is 75%. Every score equal to or higher than 75% will be defined as a potential duplicate record. As a result, a match between two (or more) records can deviate with a maximum of 25% in its values.

If you set the Threshold level at 100%, the scenario will only return results that have an exact match on all of the fields defined in it.

Fields

Your scenario is a strategy on how to compare records and find duplicates. The fields defined in the scenario are the fields used to compare records. The Lead Default scenario (standard configuration) uses the First Name, Last Name, Company Name, and Phone field. You can remove fields from your scenario by clicking the 'Delete' icon at the end of the table. Adding a new field is easy. Just click the 'Add new field' button.

Matching method

A matching method is a fuzzy or exact algorithm that we use to analyze field values. Because every field has a different type of value (e.g., a numeric vs. text), it is important to apply a matching method that can analyze that specific value type. The matching method also decides if you apply an exact or fuzzy logic (e.g., detecting spelling mistakes) or not. Find out more about matching methods in this article.

Empty fields

In most databases, not all fields of every record are populated. The 'Empty Fields' setting lets you configure how to handle empty fields in the comparison process. You can choose between three options. 

1. Disregard

"Disregard" will not take empty fields into account when calculating a matching percentage. It can still trigger a 100% score if there are one or more fields without value. Using this setting, we allow you to find duplicate records that are not filled out entirely. "Disregard" can, however, also trigger false positives. If so, please check out the other setting options. These example scores are calculated with an equal weighting for all fields.

First Name Last Name Company name Email Address Phone number     Score
Jennifer Blake Laoreet Corporation j.blake@loareet.com 1-817-297-7931     100% 
Jennifer Blake Laoreet Corporation Empty 1-817-297-7931

Or

First Name Last Name     Company Name Email Address Phone Number Score
Jennifer Blake Laoreet Corporation j.blake@laoreet.com 1-817-297-7931
100%
Jennifer Empty Empty Empty Empty

2. Score 50%

Instead of disregarding empty values, "Score 50%" will take empty fields into account for 50% in the calculation process. As a result, the matching percentage is lower.

First Name Last Name     Company name     Email Address Phone number Score
Jennifer Blake Laoreet Corporation j.blake@laoreet.com 1-817-297-7931 92% 
Jennifer Blake Laoreet Corporation Empty 1-817-297-7931

3. Score 0%

"Score 0%" will assign empty fields a matching score of 0%. As a result, the difference between the two field values is considered a non-match. The matching percentage will be lower.

First Name Last Name  Company Name     Email Address Phone number Score
Jennifer Blake Laoreet Corporation j.blake@laoreet.com 1-817-297-7931     80% 
Jennifer Blake Laoreet Corporation Empty 1-817-297-7931    

Depending on your 'Empty Fields' setting, your scenario could calculate a 100% score based on one field, even if there are more fields defined in your scenario.

Apply to

Decide to which feature of Duplicate Check for Salesforce you want to apply the search scenario. You can choose any number of features.

Manual Insert Prevention
Manual Update Prevention
DC Search
DC Convert
DC Check
DC Entry
DC Live
DC Job
Unique Import / API Bulk Insert
API Single Insert / Update
DC Apex API
Web to Lead
Data API

Weighting

Use the weighting setting to decide which fields matter the most when comparing records. A field with a higher weight impacts the matching percentage more than a field with a lower weight.

Example 1: Weighting equal to all fields

Field
Matching Method
Weighting
First Name
Exact
10 (10/50 = 20%)
Last Name    
Exact
10 (10/50 = 20%)
Company
Exact
10 (10/50 = 20%)
Email
Exact
10 (10/50 = 20%)
Phone
Exact
10 (10/50 = 20%)


First Name
Last Name    
Company Name
Email Address
Phone Number
Score
Jennifer
Blake
Loareet Corporation
j.blake@loareet.com    
1-817-297-7931    
80% 
Jennifer
Blake
Loareet Corporation
different@mail.com
1-817-297-7931    

Example 2: More weight on Email Address

Field

Matching Method
Weighting
First Name
Exact
10 (10/60 = 16.6%)
Last Name Exact
10 (10/60 = 16.6%)
Company
Exact
10 (10/60 = 16.6%)
Email Exact
20 (20/60 = 33.3%)
Phone
Exact
10 (10/60 = 16.6%)
First Name
Last Name  Company Name
Email Address
Phone Number
Score
Jennifer
Blake Laoreet Corporation
j.blake@laoreet.com
1-817-297-7931
67%
Jennifer
Blake Laoreet Corporation
different@email.com    
1-817-297-7931