Data Cleanser - Instructions

The Scan Your Database Menu

Leads - This will allow you to view the Leads Scenarios, create a new lead scenario, edit an existing lead scenario or activate a lead scenario in order to scan your database for lead duplicates.

  • New Scenario - Click on this button to create a new scenario. A window will appear where you must enter the scenario name and scenario description. Click save to create this new scenario.
  • Rules - When a sceanio is selected you have athe ability to create its matching rules or edit hese rules. To creae a new rule you would click on the blue 'New Rule' button. You would then choose your field and your match type. Click on the Save button to add the rule. To edit or delete the rule, you click on the crayon (Edit) icon to the right of the rule. You can then edit the rule and click on Update to save or delete the rule by clicking on the Delete button. (see below for a list of our Matching Types)

Matching Types for Rules

  • Exact: 100% match of every character in the field, including spaces and special characters
  • Fuzzy: This matching type uses mathematical algorithms to determing if the fields are phonetically the same (for example; Shawn and Sean)
  • Numeric: This matching type will only look at all the numbers in the field and ignore any other characters.
  • X- Letters: This matching type will give you all of the records that start with the same group of charactters, You can choose to match on the first character, the first 2 characters, the first 3 characters, the first 4 characters or the first 5 characters. This is useful when searching for Account Names where one of the records may have LTD or Inc. at the end of the field.
  • Street Address Match: This matching type will determine that the street abbreviation is to be a match of its full word (Ave vs Avenue)
  • Word Mapping: This matching type will be used in conjunction with a listing that you provide Data Cleanser in the Preferences section. This listing will match two different values, such as HP and Hewlett Packard . If you know of any two values that you wish Data Cleanser to evaluate as being the same value, enter them in the Preferences section.
  • Word Mapping Fuzzy: This matching type is to be used as stated above in 'Word Mapping' but will also follow the Fuzzy Logic.
  • Word Removal: This matching type will be in used in conjcution with a listing that you provide Data Cleanser in the Preferences section. This listing will ignore values from the fields that they are searching in. For example if you add 'Inc.' to the word removal listing and use this matching up on the Account Name field, IBM and IBM Inc. would be found tobe a match of one another.
  • Word Removal Fuzzy: This matching type is to be used as stated above in 'Word Remeval' but will also follow the Fuzzy Logic.
  • Alpha and Numeric: This matching type is to be used when you wish to only match on letters and numbers in a field and ignore any special characters.
  • First Word Only: This matching type is to used when you wish only the first word in the field to be analyzed for duplicate searches.
  • Relaxed Phone: This matching type is to be used to march Phone Number Fields. It will ignore dashes and parentheses in the phone number field as well as the 1 or 0 before an area code.
  • Filters - When a scenario is selected you have the ability to create its filters or edit these filters. To create a new filter, click on the Filters tab and click on New Filter. You will hten choose your field, your matching type and a matching value. Click on the Save button to add the filter. To edit or delete a filter, you click on the Crayon (Edit) icon to the right of the Filter. Make the changes to the filter and click Update or delete the filter by clicking on the Delete button. (see below for a list of matching types avaiable)

Matching Types for Filters

  • Equals
  • Not Equals
  • Starts with
  • Does not Start With
  • Ends With
  • Contains
  • Does not Contain
  • Equals Null
  • Not Null
  • Greater Than
  • Greater Than or Equal
  • Less Than
  • Less Than or Equal
  • Master Rule - You will need to ensure that you have a master rule for the scenario in order for Data Cleanser to be able to determine the master record. The master rule will come into play when you want to perform a multi select merge (merging more than one duplicate group at a time) or a mass merge. To create a new Master Rule, click on the Master tab and click on New Master. You will hten choose your field, your matching type, a matching value (if applicable) and a score. Click on the Save button to add the master rule. To edit or delete a master rule, you click on the Crayon (Edit) icon to the right of the Master Rule. Make the changes to the master rule and click Update or delete the master rule by clicking on the Delete button. (see below for a list of matching types available)

Matching Types for Master

  • Equals
  • Does Not Equal
  • Starts with
  • Does not Start With
  • Contains
  • Does not Contain
  • Is Populated
  • Is Not Populated
  • Oldest Record (Record based)
  • Newest Record (Record based)
  • Owned by (Record based)
  • Not Owned by (Record based)
  • Most Opportunities (Record based)
  • Most Contacts (Record based)
  • Most Cases (Record based)
  • Activation - To activate the scenario and scan your database for duplicates, select your scenario and click on the green 'Activate' button at the top of the screen. To deactivate the scenario, select the scenario and click on the red 'De-Actvate' button at the top of the screen. You can also delete a scenario by selecting it and clicking on the blue ' Delete' button at the top of the screen.
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Contacts - This will allow you to view the Contacts Scenarios, create a new contact scenario, edit an existing contact scenario or activate a contact scenario in order to scan your database for Contact duplicates.

  • New Scenario - Click on this button to create a new scenario. A window will appear where you must enter the scenario name and scenario description. Click save to create this new scenario.
  • Rules - When a sceanio is selected you have athe ability to create its matching rules or edit hese rules. To creae a new rule you would click on the blue 'New Rule' button. You would then choose your field and your match type. Click on the Save button to add the rule. To edit or delete the rule, you click on the crayon (Edit) icon to the right of the rule. You can then edit the rule and click on Update to save or delete the rule by clicking on the Delete button. (See the leads section for a list of our matching types)
  • Filters - When a scenario is selected you have the ability to create its filters or edit these filters. To create a new filter, click on the Filters tab and click on New Filter. You will hten choose your field, your matching type and a matching value. Click on the Save button to add the filter. To edit or delete a filter, you click on the Crayon (Edit) icon to the right of the Filter. Make the changes to the filter and click Update or delete the filter by clicking on the Delete button.(See the leads section for a list of our matching types)
  • Master Rule - You will need to ensure that you have a master rule for the scenario in order for Data Cleanser to be able to determine the master record. The master rule will come into play when you want to perform a multi select merge (merging more than one duplicate group at a time) or a mass merge. To create a new Master Rule, click on the Master tab and click on New Master. You will hten choose your field, your matching type, a matching value (if applicable) and a score. Click on the Save button to add the master rule. To edit or delete a master rule, you click on the Crayon (Edit) icon to the right of the Master Rule. Make the changes to the master rule and click Update or delete the master rule by clicking on the Delete button.(See the leads section for a list of our matching types)
  • Activation - To activate the scenario and scan your database for duplicates, select your scenario and click on the green 'Activate' button at the top of the screen. To deactivate the scenario, select the scenario and click on the red 'De-Actvate' button at the top of the screen. You can also delete a scenario by selecting it and clicking on the blue ' Delete' button at the top of the screen.

Accounts - This will allow you to view the Accounts Scenarios, create a new account scenario, edit an existing account scenario or activate a account scenario in order to scan your database for Account duplicates.

  • New Scenario - Click on this button to create a new scenario. A window will appear where you must enter the scenario name and scenario description. Click save to create this new scenario.
  • Rules - When a sceanio is selected you have athe ability to create its matching rules or edit hese rules. To creae a new rule you would click on the blue 'New Rule' button. You would then choose your field and your match type. Click on the Save button to add the rule. To edit or delete the rule, you click on the crayon (Edit) icon to the right of the rule. You can then edit the rule and click on Update to save or delete the rule by clicking on the Delete button. (See the leads section for a list of our matching types)
  • Filters - When a scenario is selected you have the ability to create its filters or edit these filters. To create a new filter, click on the Filters tab and click on New Filter. You will hten choose your field, your matching type and a matching value. Click on the Save button to add the filter. To edit or delete a filter, you click on the Crayon (Edit) icon to the right of the Filter. Make the changes to the filter and click Update or delete the filter by clicking on the Delete button. (See the leads section for a list of our matching types)
  • Master Rule - You will need to ensure that you have a master rule for the scenario in order for Data Cleanser to be able to determine the master record. The master rule will come into play when you want to perform a multi select merge (merging more than one duplicate group at a time) or a mass merge. To create a new Master Rule, click on the Master tab and click on New Master. You will hten choose your field, your matching type, a matching value (if applicable) and a score. Click on the Save button to add the master rule. To edit or delete a master rule, you click on the Crayon (Edit) icon to the right of the Master Rule. Make the changes to the master rule and click Update or delete the master rule by clicking on the Delete button. (See the leads section for a list of our matching types)
  • Activation - To activate the scenario and scan your database for duplicates, select your scenario and click on the green 'Activate' button at the top of the screen. To deactivate the scenario, select the scenario and click on the red 'De-Actvate' button at the top of the screen. You can also delete a scenario by selecting it and clicking on the blue ' Delete' button at the top of the screen. Please note that when a scenario is activated, the record is updated with a Duplicatre Key. The record will then have a new 'Last modified date' of the time the scenario was run.

The Merge Your Duplicate Records Menu

This section will allow you to view all of duplicates found by activating a acearnios in the Scan Your Database Section. You can review the duplicate records and merge them in this section. The groups will be listing on the left hand side of hte screen. If you click on one of trhe groups the details of the groups will be shown on teh right. An icon in the trop right had corner will allow you to change the view fom verticial view to horizontal view.

Merge Records - On the record details you will select the correct values for eavery field by choosing the right radio button next to the field. When a filed can have more than one value or if you would like to concatenate the information, there will be checkboxes available to you so that you can check the boxes of the fields you wish to include. Once all fields have been properly selected you simply click on the blue 'Merge Records' button situated at the top of the screen. This will merge the records into one record including all related lists associated with these records.

Mass Merge - The blue 'Mass Merge' button situated at the bottom of the screen will allow you to merge all of hte duplicate groups at the same time. By selecting this button, a different screen will pop up asking you if you are sure you would like to proceed as mass merge can not be undone. If you select the mass merge button, then the records will be merged based on the master rule that you set up for this scenario.

Record Options - the blue 'Record Option' button situated at the bottom of the screen will allow you to choose a different master record when doing a manal merge. Simply click on teh 'Record Options' button and at the top section of the pop up window, you can select a different master record from the drop down list. For duplicate groups with more than 2 recrods, you can also remove some of the records from this group. Once they are unchecked in the Record Options section, the records will be left in SF untouched and will be removed from the duplicate view. You can then mrege the remainnig records in the duplicate group.

Remove Group - The blue 'Remove Group' button situated at the bottom of the screen will allow you to revove the duplicate group that you are viewing from the 'Merge you ducplicate records' view. If you feel that the duplicate group you are viewing is not a duplicate, you can click on the 'Remove Group' button and the duplicate group records will be removed from teh view and left untouched in Salesforce.

Multi-Select Merge - The blue 'Multi-Select Merge' button situated at the bottom of the screen will allow you to merge more than one group of duplicates at the same time. By selecting this button, a different screen will pop up with a list of duplicate groups. You can then select the groups you wish to merge by clicking on the check boxes beside the group and then clicking on the blue 'Merge Selected Records' button. These records will then be mreged based on the master rule that you have created when you created the master rule for the scenario.

Settings

Column Order - This setting will allow you to re-order the field column in the Mrege Your Duplicate Records section to ensure that the fields that are important to you are atethe top and will get your immediate attention. Select Leads, Accounts or Contacts and this will show you the fields in this particular object. Simply drag the field to the correct order. Uncheck the fields you do not want to see and click save when completed.

Word Mapping and Word Removal - This setting will be used in conjunction with the matching types 'Word Mapping' and 'Word Removal' In this section you enter the information for thse matching types to allow Data Cleanser to map values together or ignore certain words when conducting duplicate searches.

Overflow Settings - When this setting is checked, all different phone numbers and email addresses for a particular duplicate group will be shown in the Description field of that object. This will allow you to copy the different phone and email fields into the description field in orrder to avoid data loss.

Auto Schedule Scenarios- In this section you iwll have the ability to auto schedule match scenarios. Once you have cleaned up your database, you may want to schedule a scenario to run weekly so that you can keep on top of the duplicates You will select the object type, the scenario name, the date and time you wish the scenario to run.

View Merge History - This setting shows you what scenario you have activated, how many duplicate groups were created, how many duplicate records were found and teh total number of merges that you performed on that particual scenario.

Reset Database- This setting will allow you to de-activate all scenarios in order to start over. This will also remove any duplicate groups from the Merge You Duplicate Groups section. You can also use this to stop activation on any scenario that you have activated and wish to abort. You would simply need to select the Object you wish to reset and click on the blue 'Reset Selected Object' button.

Warnings- In this section you will have the ability to see if your merging functions are working properly If you are encountering problems with merging please refer to this section. Please contact us at support@stratuscloudsolutions.com if you have any questions on errors that you are encountering. We can help to resolve these for you.