Scenarios

This article is also available as a How-To video. Watch it here.
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, define yourself 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 Loareet 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 weighing setting to decide what fields should weigh 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
 

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