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Auto Merge

The Auto Merge function allows Lane Four to automatically merge duplicates when a lead or a contact is created. There are two ways to set up Auto merge, it can be done in Lane Four or it can be done by setting up a duplicate rule in Salesforce. 

How do I set up Auto Merge in Lane Four?

To define duplicates in Lane Four, go to Data Management > Auto Merge

1. Create a new merge rule by selecting Create New, you can select whether you want to create a lead to lead, lead to contact, or contact to contact rule.

2. Email = Exact Match is a required criteria and this field cannot be changed. You can add more match criteria by selecting +Add Row. Select the fields that should match in order to be considered a duplicate.

NOTE: Each object has its own names for certain fields, for example, on leads the province/state field is called “State/Province”, but on contacts, it’s called “Mailing State/Province”

3. Set the condition logic, you can choose to have the merge rule run when all conditions are met (default) or set your own custom logic (for example, when conditions 1 and 3 are met)

4. Toggle the merge rule on in the top right corner and save. 

 

How do I set up Auto Merge using Duplicate Rules in Salesforce?

You may choose to create and define your own duplicate rules, for instance, if you don’t want the Email = Exact Match to be a required criteria. 

To set up a duplicate rule, open Matching > Matching Rules in the left hand sidebar.

1. Select “Go to Salesforce Duplicate Rules” to access your Salesforce duplicate rules Setup menu. To create a duplicate rule, you must have a matching rule to tell the system which fields on your records you will like to compare. Select “Matching Rules” located under Duplicate Management from the left Setup sidebar.

2. Select “New Rule” and select the “object” (lead or contact), select allow both action on create and edit and report options only, deselect alert. Activate your new matching rule so that it can be used in a duplicate rule by selecting “Activate”.

Now that you have your matching rule, you can create the related lead duplicate rule.

3. Select “Duplicate Rules” located under Duplicate Management from the left Setup sidebar. Under New Rule, select the desired object (lead or contact) from the object dropdown. Give your rule a name that will help you reference it later, you may choose to bypass sharing rules. Select allow both action on create and edit and report options only, deselect alert.

4. Select save. Your mapping should automatically be created, now activate your duplicate rule by selecting “Activate

5. Under Matching Rules, select the matching rule that you just created

  • For lead to lead duplicate merging, select the Auto Merge Leads check box
  • For contact to contact duplicate merging, select the Auto Merge Contacts check box
  • For lead to contact duplicate merging, select both the Auto Merge Leads and the Auto Merge Contacts check box

Why is my lead not merging?

  1. If you are trying to merge the lead into a contact, do you have a converted lead status configured?
  2. If you are trying to merge the lead into a contact, does the contact have a related account? We cannot merge into orphan contacts.
  3. In Core Settings, is Auto Merge Leads mapped to a field? If you are trying to use Lane Four Auto Merge, this field can be left blank or it can be mapped to a boolean formula field on the lead. If it is mapped and the value on your duplicate record is “false” that will prevent the merge. If you are attempting to auto merge using Salesforce duplicate rules, you must have this setting mapped to a field on the lead, and it must return “true” for the record you are trying to merge.
  4. Does your org have at least one Salesforce duplicate rule?
  5. Have you checked the Lane Four Logs report to see if the Duplicate Rule Processor has posted any messages or errors?

Why is my contact not merging?

  1. Is Enable Contact Duplicate Processing turned on (from Core Settings)?
  2. Does the contact have a related account?
  3. Does your org have at least one Salesforce duplicate rule?
  4. In Core Settings, is Auto Merge Contacts mapped to a field? If you are trying to use Lane Four Auto Merge, this field can be left blank or it can be mapped to a boolean formula field on the lead. If it is mapped and the value on your duplicate record is “false” that will prevent the merge. If you are attempting auto merge using Salesforce duplicate rules, you must have this setting mapped to a field on the lead, and it must return “true” for the record you are trying to merge.
  5. Have you checked the Lane Four Logs report to see if the Duplicate Rule Processor has posted any messages or errors?

I want to customize what happens during the merge

You can choose to preserve data from the merged record by mapping the fields from the record to be merged, onto fields on the remaining record. This can be done in Matching > Matching Rules > Auto Merge Mapping

If you want to customize which data is preserved from the merged record or which record is the remaining one further, you will need to reach out to our team for customization options.

Still not sure? Contact us and we will be happy to help. 

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