Management App – User Guide

AutoMerge Management Application
User Guide

The AutoMerge Management Application (the “App”) is where you define your duplicate matching rules, and then using those rules, submit requests to analyze for and tag those duplicates in your CRM. 
Topics:
  1. Getting Access
  2. Customer Profile
  3. CRM Connections
  4. Matching/Ranking/Precision Configurations
  5. Request

The App is an xRM model-driven application built on the same Dynamics platform as your CRM. As such you should be very familiar with the look and feel, and navigating around to configure your settings. 

Getting Access to the AutoMerge Management Application

Access to the Management Application is for paid AutoMerge subscribers only. Contact us if you are interested in starting a trial.

If you’ve received an invitation to connect to the AutoMerge Management Application, browse to https://automerge.crm4.dynamics.com

We will typically invite you as a Guest into our domain, so you would enter your usual O365 username and then on the subsequent domain specific page, your password

AutoMerge Management App Login Screen
Login Screen
AutoMerge Management App Password Screen
Password Screen

This will have your corporate branding rather than the above Microsoft Account style branding.

Your Customer Profile

Once in you’ll see your customer record.

Automerge Management App Customer List
Automerge Management App Customer List

Click to open your Customer record bringing you here.

Automerge Management App Customer Profile
Automerge Management App Customer Profile

There’s not much to the main profile record. A name, email address, mobile number for notifications and a default CRM Connection to use with new requests. The more interesting information can be found in the sub-records.

CRM Connections – Allow AutoMerge Service Access to your CRM

The CRM Connection record is how you give the AutoMerge Service access to your CRM System. You can define multiple connections to your Sandbox Orgs and one connection to your Production Org.

CRM Connection Form
CRM Connection Form

Only the Name and Purpose fields are editable on the form itself. Most fields are edited via the VERIFY URL which gathers credentials securely and verifies they work. To edit an already-verified Connection, or to just remove credentials, check the Clear Credentials checkbox and Save. Then browse to the VERIFY URL 

CRM Connection Verification Form
CRM Connection Verification Page

With the exception of the password, all connection information is stored directly on the record. The password itself is encrypted and stored securely elsewhere. 

To create a new CRM Connection, simply go back to your Customer profile record and click the New Connection + in the Connections area.

Editing your Matching/Ranking/Precision Rules

When the AutoMerge service does its Analysis for duplicates, it follows a set of rules that are kept together in a single Configuration record. Here are the five Configurations created by default.

Matching/Ranking Tab
Matching & Ranking Configurations Tab

A Configuration defines the following (primarily):

  1. The Entity under analysis. (i.e. Contact)
  2. A Custom FetchXML statement that determines which records should be analyzed. This can be generated from CRM’s Advanced Find tool. If this is left blank, all active records of the Entity from #1 are used.
  3. A set of Matching Rules. These are used in a specific order to find duplicates in your CRM.
  4. A set of Ranking Rules. These are used to sort the members of the duplicate sets found in #3.
    …and finally…
  5. A set of Precision Rules that feed an algorithm that gives the resulting duplicate sets a number from 0-100 based on how closely matched the members of each duplicate set are.

With the exception of the Custom FetchXML statement, all of the above are required for a successful analysis. And all are fully customize-able. There are some other configuration fields not always used that we’ll dig into in a more detailed article. 

Matching/Ranking Tab
Matching & Ranking Configurations Tab

Let’s look at each of these 5 parts of the Configuration. Opening the “Contact-XXXXXXXX” record from above  …

The GENERAL tab has

  • the Entity Definition which is stored in a separate object. Within the entity definition is a list of all fields needed for matching/ranking/precision rules.
  • and an optional FetchXML Filter.  Just open Advanced Find in your CRM, add some filters, export the FetchXML text and paste it in here. In this example I’m listing all Contacts whose parent account is in the Consumer Services industry. So if I submitted a request using this Config, only those Contacts would be analyzed.
Matching/Ranking Configuration Form
Matching/Ranking Configuration Form

The MATCHING tab has a list of rules used to find duplicates during analysis. Any number of rules can be defined, but ultimately each duplicate record can only belong to a single match set. The rules are applied in order according to the Precedence number in the 2nd column. The Match Type Name in the 3rd column is how the duplicate sets are categorized in your CRM after tagging.

We will go into how to create/edit these rules in a more in-depth article.

AutoMerge Configuration Matching Rules
AutoMerge Configuration Matching Rules

The RANKING  tab has a list of rules used to sort the resulting members of a duplicate set. This is important because the record that “Wins” (where Rank=1) the eventual AutoMerge operation in your CRM will remain and all the other records of the set (where Rank>1) will be deactivated. 

Automatic Field-Preservation: During an AutoMerge of a duplicate set any un-populated fields on the Winner will be filled in by values found in the Losing records. This is simple “Non-NULL replaces a NULL” logic. More complex decision based field-preservation logic is possible too, using workflow rules.

In the example below we created a Ranking Rule on the customertypecode field to ensure Contacts of particular type (i.e. “Customer”) are ranked better than other types (i.e. “Vendor”). In other words, a “Customer” type contact will always win an AutoMerge over a “Vendor” type contact. And if the first rule doesn’t differentiate all duplicates in every set, the second rule will apply and give preference to the most recently modified Contact.

We will go into how to create/edit these rules in a more in-depth article.

AutoMerge Configuration Ranking Rules
AutoMerge Configuration Ranking Rules

The PRECISION  tab has as a list of rules used to sort the resulting members of a duplicate set. This is important because the record that “Wins” (where Rank=1) the eventual AutoMerge operation in your CRM will remain and all the other records of the set (where Rank>1) will be deactivated. 

Automatic Field-Preservation: During an AutoMerge of a duplicate set any un-populated fields on the Winner will be filled in by values found in the Losing records. This is simple “Non-NULL replaces a NULL” logic. More complex decision based field-preservation logic is possible too, using workflow rules.

In the example below we created a Ranking Rule on the customertypecode field to ensure Contacts of particular type (i.e. “Customer”) are ranked better than other types (i.e. “Vendor”). In other words, a “Customer” type contact will always win an AutoMerge over a “Vendor” type contact. And if the first rule doesn’t differentiate all duplicates in every set, the second rule will apply and give preference to the most recently modified Contact.

We will go into how to create/edit these rules in a more in-depth article.

AutoMerge Configuration Ranking Rules
AutoMerge Configuration Ranking Rules