USE CASE: Finding and Fixing Duplicate Opportunities in Salesforce


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Problem: Users need to identify duplicate Opportunities and reconcile the data

Opportunities can be created by a number of different lead events. A Contact may engage in various activities that indicate movement along the buyer’s journey, showing intent. Sometimes more than one Contact from the same Account may do this, each doing something slightly different and showing varying levels of intent.

In addition, those intent signals might be received by different people within your organization, possibly over different periods of time. This might result in multiple Opportunities being created, when in reality it is likely just one Opportunity. Or maybe user error, or bad data input, makes it seem there are distinct differences among some Opportunities, so they are created separately. Sometimes, as the saying goes, “the left hand doesn’t know what the right hand is doing.”

No matter how it happens, this situation is bad for productivity, forecasting, and customer relationship management, especially if the problem lingers. The sooner it is corrected the better.

Solution: Automatically notify users of the duplicate Opportunities and empower them to correct the situation

One sign of potentially duplicate Opportunities is records with a similar name, same amounts, and same parent account. This can be difficult to discover manually, without being directly notified of it when a record is viewed, created, or modified.

Using the Free Edition of the Data Quality Helper app, an Admin can easily set a similarity percentage threshold that will detect records with similar field values for specified fields, which then displays an alert on the record with the potential duplicates. In response, users can quickly review the potential duplicates’ details. If users determine action is needed, they can use the app’s functionality to merge the information from the duplicates into one corrected record.

Salesforce default functionality doesn’t allow flexible duplicate detection and customized resolution—no adjustable duplicate sensitivity settings are available, not all objects are assessed, and the merging of data on duplicate records is limited. With the added functionality of Data Quality Helper, Admins have more flexibility to design unique duplication rules that better serve organization goals across a number of situations, beyond this duplicate Opportunities example. (Check out the Data Quality Helper Admin Guide for step-by-step instructions on how to set up duplication rules.)

Detecting duplicate Opportunities

This alert says: “Potential Duplicates Found. If the list below contains duplicate records, select all of the records to merge, then click the ‘Next’ button. Otherwise, click the ‘Save Without Merge’ button below to save the Opportunity, or ‘Back’ to make additional modifications.”

In this particular example, the rule is looking for duplicate records on the Opportunity object using the Name, Account, and Amount fields. Here, four Opportunities are listed as potential duplicates.

  • If any of the records in the list of potential duplicates are identified as non-duplicates, simply click the dropdown menu in the Action column and click the ‘Mark As Non-Duplicate’ menu item, or click the ‘View Record’ menu item if more information is needed about the record.
  • Once the duplicate records have been identified, select them before clicking ‘Next,’ which will start the merging process where a user can select the fields that require updates.

Ideally, you want to streamline duplicates and consolidate information into one record. However, in some cases, a user may want to mark records that look similar as non-duplicates, or maybe they would like to manually adjust field values during the merge of duplicate records (unlike with default Salesforce’s less flexible duplicate resolution functionality). The merge choices should belong to Admins, users, and the organization—not to the Salesforce platform.

The good news is that, with Data Quality Helper, unresolved duplicate issues are easy to find at any time using the ‘Data Quality Helper Issues’ home page component. The component may be used as a reminder to find and merge duplicate records when users have availability.

Besides duplicate data detection and resolution, this app also offers enhanced data validation that exceeds default Salesforce functionality. Plus, the home page component also shows all unresolved validation issues detected by the rules Admins created. Install the free version today!

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