Problem:

The Individual object in Salesforce is an excellent way to keep track of preferences/have a unified view for a person in your CRM by relating it to multiple other records that may exist for the same person such as Lead, Contact, Donor, Person Account, Community User, or any other object record that stores personal data. Individual records should be created for all existing customers within your Salesforce org, and related to their corresponding records. For data accuracy and efficiency, new Individual records should be automatically created when new records (Lead, Contact, etc.) are created, and the Lookup Relationship field should be automatically populated.

Solution:

Lookup Helper can create new Individual records if they don’t already exist and automatically relate them to any other object records based on record Name/ID or by matching field values.  Running a lookup setting in batch will update historical data in your org, and real-time will keep your org up to date as records are added to or modified in your environment. This can be accomplished in a few easy steps, without code.

Let’s go through this step by step.

  1. Install Lookup Helper from the AppExchange.
    1. View installation and training resources.
    2. Planning tip:  Schema Builder is a good resource for a visual representation of your data model.  From Setup, type Schema Builder in the Quick Find>Schema Builder>Clear All>Select the objects you would like to see relationships for (Individual, Lead, Contact, etc.) You can use this to determine the relationship to be created and the field to be used for matching records.  You can also use the Gear icon on the object to select “View Object as a shortcut to the next step, or if desired, you can create the lookup relationship from within Schema Builder.LH Schema Builder
  2. Create the lookup relationship between Individual and any other object(s) if one does not already exist. For example, there are already lookup relationships between  Lead & Contact and Individual. If you are using an object that does not already have the relationship defined, you will need to create one. There are two options for creating the relationship, creating a new lookup field on the desired object in setup, or using Lookup Helper to create the relationship for you.  My preference is to create the lookup relationship field on the object in setup because security can be set at the same time. When creating the field via Lookup Helper, visit Setup afterward to select field security settings.
    1. To create the lookup relationship field via Setup either from Setup, or with Lookup Helper:
      1. Via Setup: Type Object Manager in the Quick Find>Object Manager>Select the child Object (1 Individual may have multiple Leads or Contacts, so Lead or Contact would be the child.)>Fields & Relationships>New>Lookup Relationship & Next>Related To(select object) & Next>Populate Field Label, Field Name, Description, Help Text and Child Relationship Name & select options, then Next>Select Field-Level Security by Profile& Next>Specify Related List Label & Select Page Layouts & Save
      2. Via Lookup Helper: App Launcher>Lookup Helper>Create Lookup Helper Setting>Select Child Object (ex. Lead, Contact)>Select Create New Lookup Relationship>Select Parent Object (Individual)>Enter Field Name(Individual)>Click outside the Field Name box>Continue with setting creation>Once setting is complete, set field level security in Setup.
  3. Create a Lookup Helper Setting to automatically populate the lookup field(s).
    1. App Launcher>Lookup Helper
    2. Select Create Lookup Helper Setting
    3. Step 1: Select Child Object - Lead
    4. Step 2: Select / Create Lookup Field to be Used
      1. Maintain Existing Lookup Relationship (if you created one already).
      2. Select Lookup Field - Individual ID
    5. Step 3: Select Lookup Helper Setting Type
      1. Field matches Name/ID (use this if your record names or IDs match)
      2. Field matches Field (if you want to match records on another field such as email).
        1. For this example, I am matching based on a Lead’s Name, so I am using Field matches Name/ID
        2. Select Child Field (the field on Lead to be used to match records to Individual) - Full Name
        3. Select the Checkbox “Create new Parent Record” to create new Individual records for a Lead if they don’t already exist.
        4. Select any additional fields you would like Lookup Helper to auto-populate on record creation:
          1. Select field - Ex. Owner ID
          2. Select equals field or equals value (for this example I am using equals field)
          3. Select Child Field (the field on Lead that holds the data you want to populate on Individual) 0 Owner ID
          4. Click Add Criteria
          5. Repeat these steps for any additional fields.
        5. Name your setting something meaningful.LH New SettingLH Setting Edit
  4. Save & Run the setting.
  5. Enable real-time for any objects that have not been enabled out of the box. (Lead and Contact are already enabled).
    1. Click the Realtime Enablement Tab
    2. Click Select next to any object you would like a real-time trigger on.
    3. Click the Deploy (object) Trigger button and remain on the page until the trigger is deployed.  Lookup Helper automatically runs all tests to ensure code coverage for your environment (No developer knowledge required!)LH Enable RealtimeLH Click DeployLH Deployment


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