Microsoft Dynamics® CRM Training
Duplicate Detection Rules
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Duplicate Detection Rules
Today we're going to take a look at the duplicate detection features in Microsoft Dynamics CRM Online 2011. In short, this feature helps users maintain and organize their data by informing them of any duplicate records or data in their CRM Online system. I'll show you how to check your Duplicate Detection Settings, and then we'll walk through the process of making a Duplicate Detection Rule.
Please note that this task requires a System Administrator or System Customizer security role, or an equivalent permission.
First, let's select the Settings module located in the lower left. Next, we'll select Data Management in the navigation pane. In order to check our settings we click on Duplicate Detection Settings.
(The Duplicate Detection Settings dialog opens.)
Here we can tell CRM Online when we want our system to run duplicate detections. Simply check or uncheck the top box to enable duplicate detection for all three scenarios, or you can select the individual circumstances. We want to enable all instances, so we'll leave the boxes checked and click OK.
(The Duplicate Detection Settings dialog closes, returning us to Settings > System > Data Management.)
Now, by clicking Duplicate Detection Rules, we will now create our own rule.
(The Duplicate Detection Rules page opens.)
Here you can see the list of existing rules, but we want to create our own, so we'll click the New button.
(The Duplicate Detection Rule: New window opens. Enter something appropriate in the required Name field. A good name is descriptive of the target of the Duplicate Detection Rule. For our example, we enter "Contacts with the same name".)
This is where we specify the Base Record Type and Matching Record Type for our rule. Typically these two are the same (like detecting duplicate Account records), but they can also be different. For example, we can detect identical e-mail addresses in a Lead and a Contact.
But we'll set up our rule to detect identical full names in the Contacts entity by specifying the fields and the criteria.
(For Base Record Type, use the drop-down menu to choose "Contact". Do the same for Matching Record Type. The bottom area becomes active. Click Field and choose the Full Name field from the menu. Below Criteria, click Select and choose Exact Match.)
When we're done with that, we Save and Close and then we Publish our rule.
(Clicking Save and Close returns us to the Duplicate Detection Rules list. Select the rule we just created in the list and click Publish in the tool bar above the list. The Publish Rule dialog opens. Click OK to publish the rule and automatically begin creating the match codes.)
A couple of things to note: The duplicate detection uses something called Match Codes to determine duplicates. CRM Online has to generate these match codes in the database before duplicate detection can start working. This typically takes a few minutes after a rule has been created for it to start working correctly. So, creating duplicate records back to back in order to test our rule will not work. CRM Online will need up to five minutes to generate the match code for any new records.
This video has shown you how to leverage duplicate detection in order to maintain and organize your CRM Online data.
Thanks for watching.