User Guide

AutoMerge User Guide

Using AutoMerge within your CRM to View and Merge Duplicates

Tip:

If you haven’t yet logged into the AutoMerge Management Application to submit a request to Analyze and Tag your duplicates, there won’t be much to do your CRM yet. Check out the Management App User Guide here.

Dashboard Overview of Duplicates

The dashboard shows these high level stats:
  • How many duplicates you have and how they were found (MatchType)
  • How large your duplicate sets are (# records / set)
  • Who has been creating the duplicate records
  • What precision numbers your duplicate sets fall into. From 0 (loosely matched) to 100 (closely-matched), according to your customizable precision rules.
AutoMerge Contact Duplicates Dashboard
AutoMerge Contacts Dashboard

List View of Duplicates

Next browse to your Contacts and open the AM Contacts Dupes (^) View. This view lists your duplicate Contacts by highest precision first.  Duplicate records are grouped and given a Rank. Each set will have 2 or more records, all of which can be AutoMerged with a single mouse click.  The Rank=1 record is the winner-designate and will remain active after you AutoMerge the set, but will of course disappear from this list of duplicates.

AutoMerge Contact Duplicates View
AutoMerge Contact Duplicates View

The 2nd column is the Precision. After the analysis finds the duplicate sets, it compares a configurable set of fields across all records of the set to determine a Precision %.  The precision can range from 0% to 100%.

The 3rd column is Match Type. This column tells you how we first found the match.  Note that the records of a duplicate set may match in several ways, but this field only tells you one of them (the first match rule that applied)

AM Contact Dupes(^) with the “^” means high precision sets are shown on the top. The AM Contact Dupes(v) shows the low precision sets at the first.

These views may not have all the fields you wish to compare so feel free to make a copy of our default view either as a System View (requires System Administrator privileges) or an Advanced Find. 

Modify the Duplicates View to your Needs

Make a copy of the AM Dupes view and add your own columns to help you validate the duplicate sets and that they are sorted properly. 

While on the AM Contact Dupes (^) view:

  1. Click the Advanced Find button Filter Icon at the upper right,
  2. In the new window, switch Use Saved View: to AM Contact Dupes (^)
  3. Click Advanced Find Edit Columns and add columns as necessary. And OK to close the Add Columns dialog.
  4. OK to close the Edit Columns dialog.
  5. Finally click the Advanced Find Save As Buttonand give your new personal view a name.
  6. And back on your main window, refresh (F5) to see your new personal view in the list.
Advanced Find Add Columns Screenshot
Advanced Find Add Columns

See Potential Duplicates within your Form before AutoMerging

Using the AM Dupes (^) List view above is great way to quickly validate and AutoMerge a lot of duplicate sets at once, but doing that is a usually performed as a one-off activity by users who don’t necessarily own those records. In some organizations, that won’t fly, politically speaking. 

Instead you may want to flag potential duplicates to your end users in the course of their daily work flow. This is where the Potential Duplicates web resource can help.

Potential Duplicates Subgrid
Potential Duplicates Subgrid

AutoMerging a Few Duplicate Sets

Now you can select records from multiple sets and AutoMerge them all at once. Even though the animation shows selecting the Rank=1 records from the three duplicate sets, you may select any (or all) records from any (or all) sets on the page and AutoMerge all sets with a single click. The behavior is the same no matter what records you’ve selected from each duplicate set. The Rank=1 record is the winner-designate and will remain active after you AutoMerge the set, but disappears from this list of duplicates.

Animation AutoMerging Multiple Contacts
AutoMerging Multiple Records At Once

AutoMerge Set Primary

If you want to change the Winner of a particular duplicate set, simply select that record (Rank>=2) and click the AutoMerge Set Primary button. That record will move to the #1 position and the other records will shift down in order.

AutoMerge Ignore

If you want to remove record(s) from their set(s), select the record(s) and click the AutoMerge Ignore button. The selected records will be removed from the view and be ignored from future analyses. If you ignore all but one record from a duplicate set, the remaining record will indeed be included in future analyses, but it nonetheless disappear from the view because it no longer has other matched records associated with it.

NOTE: Ignored records can be UN-Ignored at any time with a Bulk Edit, or by submitting an “Unignore All” request in the AutoMerge Managment App.

Now you understand how to validate that matching and ranking are being performed to your requirements, you can start to AutoMerge large numbers of duplicates quickly. If you are ready, select the whole page of duplicate sets and click the AutoMerge button. When doing this be prepared to wait several seconds for the synchronous process to complete. 

Errors while AutoMerging

Various errors can occur while you are AutoMerging duplicates.  Timeout or configuration errors are the most common. Here’s a quick reference to the common errors and how to troubleshoot them:

AutoMerge Errors & Troubleshooting Reference

AutoMerge History

Switch over to the AM Contact History (Losers) View to see the 3 contacts just AutoMerged (hence deactivated) and in the highlighted column you have links to the remaining active Winner records.

AM Contact Losers View
AM Contact Losers View

AutoMerge History – Within the Remaining Active Record

In the above view, click directly on the link to the Winner (3rd column). In the customized form you can see the AutoMerged Contacts subgrid and the loser record for historical reference. That is until you decide to recover the space by bulk deleting the inactive Contacts in your CRM. By default all fields not-populated on the winner will be pulled from the first Loser, according to increasing rank. 

Contact Form Highlighting AutoMerged Contact Subgrid
AutoMerged Contacts Subgrid

We added the AutoMerged Contacts subgrid to the OOB form for our demo. You won’t see it on your OOB Contact form after importing our managed solution. Someone with customization privs will have to add it to the form you are using. 

It’s an easy add:

Merged Records Subgrid Configuration

Come back soon!

We’re always updating this online documentation with more details about the functionality of AutoMerge.