Salesforce - Set up Unify processes and rules

Deduplication processes (called “Duplicate” in DQE One) are available with subscription credits.

• Before creating a deduplication process rule:
  • Optionally, map deduplication processes with custom and/or standard fields in Salesforce.
    • Use the default mapping, or create custom related mappings, to use the “reparenting” functionality of DQE One.
  • Create custom deduplication rules for your processes. See “Creating a custom deduplication rule”.
  • Manage default deduplication rules. See “Managing default deduplication rules”.
  • Upload pre-existing JSON deduplication rules. See “Uploading a pre-existing JSON deduplication rule”.
• When you are ready to create a deduplication process, or if you are using default mappings from the Mappings tab and default deduplication rules from the Rules Manager tab, go to “Create a deduplication process”.

Creating a reparenting mapping

Besides default mappings, you can choose to map DQE One deduplication processes to custom and/or standard objects in Salesforce.

• In the Mappings tab, click New.

• In the DQE_Mapping Name field, enter a free-form name for the mapping.
• In the Description field, enter a free-form description of the mapping.
• In the Process kind field, select the Duplicate check process.
• In the Select a Data Source field, choose the Salesforce object for which you want to merge duplicates.
• In the Select object to reparent when merging window, select each object you want to add to the parent record.
• Once you have selected an object, click the icon.
• The object is selected and shown in the Selected window.
• Click Save.

The created mapping is displayed in the Mappings tab and will be available when you create your process.

Managing default deduplication rules

In the Rules Manager tab, default deduplication rules are displayed for Matching, Parent Records, and Merge.

To manage default rules:

• In Sets, select the object of your choice from the picklist.
• Select the rule of your choice.
  • In the selected rule window, you can:
    • Review related rules for Matching, Parent Records, and Merge.
    • Rename a rule by clicking its edit icon.
    • Edit a rule by clicking its edit icon.
    • Duplicate a rule by clicking its duplicate icon.
  • Back in the Sets window for your selected object, click Save > Publish to save all edits in Matching, Parent Records, and Merge.

Creating a custom deduplication rule set

Besides default deduplication processes, you can choose to create a new deduplication rule set.

You can either duplicate an existing rule set or create one from scratch.

Duplicating an existing rule set

Note: we recommend starting with Matching.

In Rules Manager, in Sets, select a default set.

Select the dropdown arrow to the right of the default set.

Select Duplicate.

On the Matching tab, click New Rule to add a rule to the existing rule set.

Review the existing related field matches.

In the Parent Records tab, click New Rule to add a new rule that determines the parent record.

In the Edit Parent Record Rule window, hover over the information icons to display the feature descriptions.

On the Merge tab, the Salesforce fields with default merging rules are displayed.

In the Edit Merge Rule window, hover over the information icons to display the feature descriptions.

Note: you can use more than one merging method for each field except for “solo” methods.

To publish the modified rule set, click Save > Publish.

To export the file containing the default or customized rules, click the export icon.

Creating a new rule set

Note: we recommend starting with Matching.

In Rules Manager, in Sets, click New.

In Object > All Origins, search for and select the object for which you want to create a rule set.

In the Name field, enter a name for your rule set.

In Matching, click New Rule to create a rule. You can create as many rules as needed.

In each rule, create at least one field match.

In Parent Records, click New Rule to create a new rule that determines the parent record.

In the Edit Parent Record Rule window, hover over the information icons to display the feature descriptions.

In Merge, the standard and custom Salesforce fields are displayed.

In the Edit Merge Rule window, hover over the information icons to display the feature descriptions.

Note: you can use more than one merging method for each field except for “solo” methods.

To publish the modified rule set, click Save > Publish.

To export the file containing the default or customized rules, click the export icon.

Uploading a pre-existing JSON deduplication rule

Caution: uploading a pre-existing JSON file will overwrite any existing rules.

• From the Installer tab > DQE Unify App Setup window:
• Click the Upload files button to load your JSON rule file, or drag and drop your JSON rule file into the Import Deduplication Rules window.
• Click Save.

The uploaded JSON rule file is displayed in the Rules Manager tab.

Create a deduplication process

To create a process, define its general settings, source, and list view.

Audit options and advanced options are also available if required.

On the Processes tab, click New. The process creation screen is displayed:

In the General Settings window:

• DQE-Process Name: enter a free-form name for the process.
• Data Quality Process: select Find Duplicates.
• Description: enter a free-form description of the process.

In the Source window:

• In the Select a Data Source field, select the object to which the process applies. Once a data source has been selected, the Mappings and Active Steps sections are displayed.
  • In the Mapping field, select the mappings of your choice.

Note: this is an optional step if custom mappings were previously created in Mappings. See “Creating a deduplication mapping”.

• In the Active Steps window, activate the rules of your choice for the selected object source.

Note: Active Steps displays default rules and any custom rules previously created from Rules Manager. See “Creating a custom deduplication rule”.

In the List View and Filters window:

• DQE One uses Salesforce list views to determine which Salesforce records will be evaluated when looking for duplicates. To query a subset of your database rather than the entire Salesforce database, include filter criteria in your list view. For example, you may only want to review records owned by a specific user or records of a specific record type.
• DQE One also uses list views to determine which fields will be displayed in your results. Include fields that help you determine whether a record is a duplicate.
• Salesforce list views are limited to 15 fields, so you may want to remove lower-value fields in favor of fields that are more useful for identifying duplicates.

Select the preferred list view from the Existing List View section, or select Manually Create List View.

• In Add new, select Manually Created List View.
• The Recently Viewed screen related to the object is displayed.
• Click the setup icon, then select New from the picklist.
• In the New List View window, enter a free-form name for the list view.
  • The API name is automatically generated in the List API Name field.
• Select who can see the list view, then click Save.
  • Once a manually created list view has been saved, it is displayed in the Existing List View picklist.
    • Note: a manually created list view limited to Only I can see the list view is recommended for individual work and testing the process.

Once you have defined the general settings, source, and list view for the process, you can activate advanced options and/or audits on process runs.

To activate audits on process runs:

1. In the Audit Options window, click the activation button.
2. In the Audit Name field, enter a free-form name.
3. In Audit Records, enter the number of lines on which to run the audit.

To activate advanced options:

In the Advanced Options window:

• Select the options you want to activate:
  • Auto Merge Records: overwrites existing records with process results.
  • Salesforce Default Merge: uses the default Salesforce reparenting process. This option only works for the Lead, Account, Contact, and Case SObjects.
    • Warning: the “Unmerge” option will not be available.
  • UnMerge Deduplication: saves child object data on the parent record during merge operations. This procedure takes time and storage. If this option is not activated, you will not be able to undo the merge, and the child’s non-updatable objects created on the parent record will be deleted.
  • Reparenting Inactive Child: allows reparenting to be launched on child records that contain “Inactive” in the DQE_Status_c field. If this option is not activated, all objects associated with child records containing “Inactive” in the DQE_Status_c field will be skipped.
  • Delete child records after merging: after a merge between parent and child records, the child records are permanently deleted instead of being flagged as “inactive”.
  • Authorized Empty Bulk Query: allows the process to run without returning “Failed” on the associated DQE Run if there is no data to read.
• Define the number of processed records per batch in Maximum Record per Batchable. Enter the value of your choice. See Salesforce batch Apex documentation.
• Limit the number of processed lines for testing purposes in Max Records Process (for each type). Enter the value of your choice, for example 10.
• Launch an additional process when the current process is run. In the Trigger After Finish field, select the next process you want to launch.
• Define the minimum percentage threshold for auto merge. In Minimum Threshold for Auto Merge, move the cursor to the chosen value.
• Once your process has been set up, select Save or Save and Run.
• The newly created process is displayed in the Processes tab.

Working on a deduplication process

For a created process, the available options and menus are:

• Run Process: launches or relaunches a process using your available credits. Run results are generated automatically.
• Stop Process: stops a running process.
• Audit: generates the audit data report.
• Merge: merges and reparents your data using the mapping you chose when creating the process. See Creating a deduplication mapping with custom and/or standard fields. This reparents the selected child objects to the new parent.

If you did not select a mapping, there will be no reparenting.

• Undo Merge: cancels your merge.
• Create Job from current setup: see “Automating a Process”.
• Flush Results: deletes DQE results.
• Open Dashboard: generates predefined dashboards included in the DQE installation package.

Note: to create your own dashboards, use standard Salesforce reports and dashboards procedures, and use the DQE results data model.

To view results and apply Salesforce filters, click the list view name to open its dedicated results screen.