Automatically Create and Relate Individual Records in Salesforce

For Compliance with GDPR, CCPA, or to Honor Customer's Data Privacy Preferences

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 need to be automatically created when new records (Lead, Contact, etc.) are created, and their Lookup Relationships should also 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 enablement will keep your org updated as records are added to or modified in your environment. This can be accomplished in a few easy steps, without code.

Part 1: Individual lookup setting

An Individual lookup relationship field with Lead or Contact as the child object is required. If one doesn't already exist, it can be created beforehand via Setup or during Part 2 (below) via Lookup Helper. Security can be set at the same time via Setup, or in Setup afterwards if done during Part 2.

• Via Setup: Object Manager: select Lead or Contact (one Individual can have multiple of these records associated). Then under Fields & Relationships select New.
  1. Data Type: choose Lookup Relationship, click Next.
  2. Related Object: select Individual, then select Next.
  3. Details: complete, select Next.
  4. Field Security: determine by profile, then click Next.
  5. Page Layouts: complete, then click Save.
• Via Lookup Helper: (during Part 2 at step 2) Create New Lookup Relationship
  1. Parent Object: Individual.
  2. Field Name: Individual.
  3. Child Relationship Name: this is provided but can be changed.
  4. Once setting is complete, set Field Level Security in Setup.

See the images below.

Part 2: Lookup Helper setting

1. Select Child Object, Lead or Contact (Lead shown in example).
2. Click Select next to the Lookup Field created in Part 1.
3.  Select Child and Parent Matching Fields (Email matches Email shown in example).
4. Provide setting name in Advanced Settings (optional), then Save and Run.

• If the lookup field was created via Lookup Helper at step 2, modify security settings by:
  1. Object Manager, Lead or Contact (used in Part 2 step 1)
  2. Under Fields & Relationships, find field
  3. Select Set Field-Level Security
  4. Then, add to page layouts (NOTE: this cannot be done via find field, edit Change Field Type and must be done via Page Layouts).

See the images below.

Part 3 (optional): Real-time enablement

To keep this lookup field updated as new Leads are created, activate the setting. Then deploy a real-time trigger for the Individual in the Enable Real-time tab and follow the on-screen instructions.

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