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Here I am continuing the duplicate detection story of CRM 4.0 with a new aspect of this feature. Organizations face a common problem where in spite of several policies and guidelines in place users end up entering duplicate data in MSCRM system via data import or data generated during many internal operations or simply knowingly creating duplicate records. Creating duplicate records at any point of time might be crucial but this ends in a lot of duplicate data in system which can affect sales, marketing and auditing of the organization. System-Wide Duplicate detection feature in Titan solves this problem and empower users to find duplicates in a part or all the records of an entity in the MSCRM system.
System-wide duplicate detection is an asynchronous type job and it detects all the duplicates in the system for the given records. System-wide duplicate detection can be run on selected records of any entity or records under any specific user query or all the records of that entity. I will cover each of these scenarios one by one.
System-wide duplicate detection wizard can be launched from Duplicate Detection option under Tools menu in MSCRM or Workplace > Duplicate Detection grid New button. First page of this wizard is welcome page and informs user about the capabilities of this wizard.
Proceed to Select Records page to select the entity on whose records you are going to run the duplicate detection. All the entities that have one or more duplicate rules published in MSCRM system will be listed under Look for dropdown on this page. This interface is standard Advance find interface and you can either select any existing view to run the duplicate detection on all the records of that view or can create a custom query also. You can also see the records identified according to the selected query by clicking Preview Records button.
Now Proceed to Select Options page for giving name to your job and selecting the time at which you want to run this job. This duplicate detection job can be run recursively also by checking “Run this job after every” check box and providing number of days in the days drop down box. This feature is very useful in scenarios where duplicates are creating regularly in MSCRM system and you want to keep track of them after every few days or months. You can also choose to send an email to you and others on completion of this job.
Now go next to Start Duplicate detection Job page and submit the job. Your job will be submitted for processing at the time provided by you in the wizard.
Duplicate Detection can also be launched from any entity grid for which one or more duplicate rules are published. While running duplicate detection on entity grid you can choose either to run duplicate detection for manually selected records or for all records under that view. For running duplicate detection for selected records first select one or multiple records on grid and go to grid view of desired entity and launch duplicate detection dialog from More Actions > Detect Duplicates > For Selected Records. This will launch Check for Duplicates dialog which is same as Select Options page of System Wide duplicate detection wizard. Just fill your options and your job will be submitted for processing.
For running duplicate detection for all records in any view select More Actions > Detect Duplicates > For All Records on All Pages.
You can see your duplicate detection jobs under Workplace > Duplicate Detection grid or Settings > Data Management > Duplicate Detection Jobs grid. Here you can check the status of your jobs and see the duplicates found in any duplicate detection job. Open the system form by double clicking and go to View Duplicates under Details section on left hand side.
This form gives user the power of editing, merging and deleting the duplicate records which is essential for data cleansing.
Some noticeable points about System wide Duplicate detection are
a) Duplicate Detection runs for all the published rules for any entity and there is no concept of choosing duplicate rules while doing duplicate detection.
b) Duplicate detection wizard can be run on only one entity at a time. Though you can run multiple jobs for different entities.
c) There should be duplicate rules present as published for the entity you want to run duplicate detection.
d) User level privileges apply while showing duplicate records to users.
This story will continue and in next post I will discuss security model of duplicate detection.
PingBack from http://crm.discoveryjournal.info/2008/01/17/crm-4-system-wide-duplicate-detection/
Very helpful disucssion on dup detection. Question - is dup detection run automatically when Outlook is synchrnized with CRM? For example,a new contact is entered offline, when returning online is the contact checked for dup detection?
Welcome to the next in the series of posts on Duplicate Detection in Titan. In case you missed the action
Duplicate detection runs automatically when Outlook goes online from offline if settings says so. By default it is disabled. To enable it in outlook go to CRM > Options menu > Synchronization tab and select Do not create duplicates option and now when going from offline to online outlook will throw Data Synchronization error dialog if any duplicate is found and will ask you to choose appropriate actions like Resolve duplicate or Ignore duplicate.
I am imporeting data via Data migration manager and not through Bulk import wizard , can dupicate detection work while inserting data thro DMM tool ?
No, Duplicate detection doesn't work with DMM. This is as per design so that user dont get a lot of errors during migration. To clean the data after migration you can anytime run the bulk duplicate detection wizard.
Quick question - In my environment, then when selecting 'send email to me when job is finished', the email message has a link using an internal name of the crm server and NOT the fully qualified name that is used to access the system.
The fully qualified name with https is displayed OK when sending 'short cuts' from within the crm system.
Any ideas on where I may be able to fix this?
Thanks a bunch!
This is currently a limitation where the hyperlink works fine for on premise deployments. This will be fixed in next version.
In single organization environment, you might give a try to replacing '@servername' with fully qualified name in the following email templates:
1. Bulk Deletion Task Completed With Failure Template
2. Bulk Deletion Task Completion Template
3. Bulk Deletion Task Failed Template
I should warn you that in multi organization environment there might not be a workaround which works for all.
You can update the URL in the e-mail template being used for duplicate detection completion.
For this navigate to
Settings->Templates->E-mail Templates and open
"Duplicate Detection Task Completion Template".Here you can update the link to reflect the fully qualified name.Once done all e-mails specific to this template will be created with updated link.
The detection works very fine!
How is it possible to delete the detected records?
In the View Duplicates dialog itself, on lower duplicate records grid toolbar there are options for deleting/deactivating/editing/merging the duplicate record.
This blog post will cover custom filter-based mass record deletion for a given entity System. Note: If
This blog post will cover custom filter-based mass record deletion for a given entity System. In this
Security model of duplicate detection is in accordance with the security flow of MSCRM v4 which is very