Creating a Dedupe+ Rule
Data8 duplicare™ enhances the standard duplicate detection rules with its own Dedupe+ Rules. Navigate to Dedupe+ Rules entity either by advanced find, the main sitemap or the "Duplicare Administration" model driven app and click the “New” button to create a new rule.
Give the rule a name to help you identify it and enter your base & matching record types. This works in the same way as the standard duplicate detection rules – the base type defines the type of record that will be matched from, and the matching type defines the type of record that will be found. These should be entered as the internal “logical” names of the entity types, e.g. “account” or “contact”.
The “Real Time Enabled” option defines whether this rule should be applied to identify duplicates as a user is entering a record (if set to “Yes”), or only to identify duplicates within your database in bulk (if set to “No”). This option cannot be changed once the rule is created, so choose which way you want to work with this rule now.
The “Global Search Enabled” option allows you to determine if the rule is going to be used anywhere you use a global search. Configuration of global search is mentioned in a later section of this configuration guide.
The “Records to Search” option allows you to specify if a user can only duplicate check against the records they are allowed to, as defined by their security roles or check against all records.
Once you are happy with your selections, save the record. At this point, the solution will make various required customizations to your system to support the duplicate detection system so this can take a little while to complete. Once it has finished saving, the option to define the details of the rules will appear.
Setting up the details of the Dedupe+ Rule
Click the drop-down list to select a rule to add. The following types of rule are available:
Groups other rules together. A default “And” grouping is applied automatically to the rules you add. You can switch an “And” to an “Or” by clicking the drop-down arrow to the left.
Provides simple matching of exact values, like the standard duplicate detection rules. Select the field to match. Additional options are available by clicking the drop-down arrow to the left and selecting “Fuzziness Options”:
Use “Allow blank values to match” if you want to allow a blank value to match another blank value. This does not allow a populated value to match a blank – that is covered by the “Non-Conflicting” rule type below.
If you have selected to match on a text field you will also see the next two options. Use “Require an exact match on the first x characters” to apply the exact match only to the start of the field. You can also specify a misspelling rate to allow fuzzy matches in case of typos. This is expressed as a percentage value which represents the number of characters the two values are different by. If the value on your master record is 10 characters long and you specify a misspelling rate of 20%, this will match records with values up to 2 characters different.
If the selected field is configured as a Phone Number Field, the exact matching is done on a standardized version of the telephone number so any differences in punctuation are ignored.
Provides matching of exact values across a set of fields. Use this to allow matching of any telephone number or email address for example. In the drop-down list, select each field you want to include in the match in turn to build up the list of fields.
A record will count as a match if any of the fields match, e.g. the Business Phone from one record matches the Home Phone of another.
Any fields that are configured as Phone Number Fields are matched using a standardized version of the telephone number so any differences in punctuation are ignored.
Provides specialised fuzzy matching for company names, considering the various ways of writing what appear to a human to be the same. For example, this would allow “Data8 Ltd”, “Data 8 Limited”, “Data Eight Group” etc. to all match.
Options to control the details of what matches will be allowed can be found by clicking the drop-down arrow to the left and selecting “Fuzziness Options”:
Provides specialized fuzzy matching for addresses, taking into account the various different ways of writing an address that can all relate to the same location.
Before being able to select an address to match, you must first configure the set of fields to be used for the address under the Settings > Address Fields section.
Provides specialised fuzzy matching for person names, considering nicknames as well as misspellings. Select the fields that hold the first and last names. Options to control the details of what matches will be allowed can be found by clicking the drop-down arrow to the left and selecting “Fuzziness Options”:
Select whether you want to match at Full Name, Initial or Last Name level.
Restricts the matching to a specific subset of records, independent of the record being created/updated. Commonly used to match only active records by selecting the Status field:
but can also be used to apply different rules to different types of records, e.g. tighter matches on customers vs. prospects.
Similar to the Exact Match rule but allows any value to match a blank. Commonly used for fields that provide a link to an external system and where merging two records with different values would cause an error while still allowing manually entered records to be matched.
Introduced late in the Dynamics CRM world, a multi select picklist allows multiple options to be chosen from an option set. When using this rule, a single common selection between these multi selects will be enough to produce a duplicate match.
Domain match allows multiple fields to be selected and the domain will be extracted out in order to perform a match. For example, email addresses such as email@example.com would match website urls of https://www.data-8.co.uk
As an example, we can combine these rules to find matches between active contacts in the same account where there is either a match on the name or telephone numbers as shown below:
Viewing the duplicates with out of the box window
When you created the Dedupe+ Rule, a new field “Duplicate Detected Id” (logical name data8_duplicatedetectedid) is automatically created on the selected entity type (both base and matching, if different), and a standard duplicate detection rule is created on it.
To make duplicate detection work you will need to complete these changes manually on the forms you want it to work on. Both Main and Quick Create forms can be customized in this way:
- Add the “Duplicate Detected Id” field to the form and set it to be hidden by default
- Add the data8_duplicatedetectionscript script library to the form
- Add an event handler to the form "OnLoad" event. Select the duplicatedetectionscript library and enter getTriggerFields as the function name
A “Publish All” system job will be started in the background to publish the changes. Once this is complete, the duplicate detection functionality will be ready to work.
The new field and the changes to the form are automatically removed when the Dedupe+ Rule is deleted.
Viewing the duplicates with the custom control
Using the classic form editor, you can assign custom controls to any field – within the duplicare solution is a Data8 Duplicates Detected custom control which can be used on the data8_duplicatedetectedid field in order to quickly show duplicates.