Microsoft Dynamics® CRM Training
Enabling Entities for Duplicate Detection Jobs
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In Microsoft Dynamics CRM, Duplicate Detection Jobs allow you to schedule automatic detections at regular intervals. These automatic detections help you maintain clean data with minimal effort. You can then check the job to see if duplicate records were detected, or you can opt to have Microsoft Dynamics CRM notify you via email. Once a job is successfully completed, any duplicate records can be merged or deactivated from the open job record. You can learn how to create jobs by watching “Duplicate Detection Jobs”.
In this lesson, we focus on enabling entities for Duplicate Detection Jobs. A common question users have is, “Why does an entity I’ve enabled for Duplicate Detection not appear in the Duplicate Detection Wizard?” This is because there is no published Duplicate Detection Rule for that entity.
I begin by navigating to Settings > Customization > Customizations, and then click Customize the System. This opens the Solution window for the Default Solution. In the navigation pane I drill down into the Opportunity entity. I want to create a Duplicate Detection Job for Opportunity records. As you can see in the Data Services section of the General tab, I have already enabled this entity for duplicate detection. However, I am not quite ready to create a Duplicate Detection Job for Opportunities. Watch what happens if I try to create the job.
I close the Solution window and navigate to Settings > System > Data Management and click Duplicate Detection Jobs. To create the job, I click New in the toolbar. The Duplicate Detection wizard opens, so I click Next to move past the first page. The Select Records page is where I specify the search criteria, much like an Advanced Find search. The first thing I do is select the entity in the Look for dropdown; however, I don’t see “Opportunity”.
This is because there is no published Detection Rule in place for the Opportunity entity. Before any Duplicate Detection Job can be created for a particular entity, it must first have at least one published rule.
To view the Duplicate Detection Rules, I click Cancel to close out of the wizard. I then navigate to Settings > System > Data Management and click Duplicate Detection Rules. Here, I see a list of all Duplicate Detection Rules, regardless of their status. You can learn more about creating rules in the “Duplicate Detection Rules” lesson. I will use a rule that I’ve already created that detects Opportunities with matching Topics.
However, in order to use this rule, I must publish it. This can be done either from the open record, or at the list of Duplicate Detection Rules. Once I click Publish, I verify that the rule was successfully published by checking the Status Reason column. I can now navigate back to the Duplicate Detection wizard.
In the Select Records page of the wizard, I see that Opportunity now appears as an option in the Look for field. I can now create a Duplicate Detection Job for the entity.
One last thing to note before concluding this lesson: if you don’t see an entity here in the wizard that you believe already has a Duplicate Detection Rule, chances are the rule simply hasn’t been published yet. Sometimes, out-of-the-box rules get stuck with a status of “Publishing”, and are not officially published. If this happens, simply unpublish, and publish the rule.
For more tips, tricks, and tutorials, please refer to the Success Portal or our xRM.com blog.