Home > Articles > Business & Management

Keeping Data Organized and Duplicate-Free with Microsoft Dynamics CRM

  • Print
  • + Share This
Microsoft Dynamics CRM offers a wide variety of options for managing the potential impact of duplicates on data quality. Anne Stanton, author of Sams Teach Yourself Microsoft Dynamics CRM 4 in 24 Hours, explains the ways Microsoft Dynamics CRM protects against duplicate entries and finds duplicates that may have been created.
Like this article? We recommend

In a collaborative environment sometimes it is hard to keep up with the speed of new accounts, contacts, and leads that an empowered sales team and company can produce. One of the negative symptoms of such a great collaborative environment is data quality issues from duplicated effort. Consider for instance a team of people working on the same accounts and meeting the same contacts. If they are really busy they might easily assume that an account or contact has not been entered, or perhaps they just don't have time to use the available advanced search to even look to see if a contact exists before creating it. Accounts, contacts, and leads are also not the only item that can be duplicated. It is not unusual for a person to mistakenly enter a duplicate invoice or opportunity or even for a person or different people to create a duplicate quote or order. Duplicates can be a real problem for many systems.

Microsoft Dynamics CRM offers a number of different ways to both protect against duplicates and to find duplicates that may have been created. This not only includes a proactive review of accounts and contacts on create or update, but it also offers you the ability to build in simple or complex rules to check for duplicates in other entities such as leads, activities, orders, opportunities or invoices. Additionally you have the option to check for duplicates during a data import or if you use the Microsoft Outlook client when you go from offline to online.

To simplify getting started using Microsoft Dynamics CRM duplicate checking, the system ships with three standard rules which you can modify, utilize, build onto, or expand. These include a rule to check for duplicate leads which have the same e-mail address, a rule to check for duplicate accounts which have the same e-mail address, and a rule to check for duplicate contacts which have the same e-mail address. These default duplicate rules can be used in a new duplicate job, changed, or deleted.

There are three parts to duplicate checking in Microsoft Dynamics CRM. The first part is found under Settings, Data Management, Duplicate Detection Setting. This option controls when duplicate detection rules run, including the following optional options:

  • when a record is updated or created
  • when Microsoft Dynamics CRM Outlook client goes from offline to online
  • during data import

The second part of duplicate detection is the defining of the duplicate detection rule or rules. It is also found under Settings, Data Management and is listed as Duplicate Detection Rules. Rules can be very simple, such as asking the system to check for all accounts with an exact match between account names, or the duplicate detection rules can be extremely complex and composed of many different variables. An example of a complex duplicate rule might include only marking an account as a duplicate if the first three characters of the account name match, the city and state are an exact match, and the area code and first 2 digits of the main telephone number also match. The more complex duplicate checking rules allow for the system to check for duplicates where the account name might have significant variations. For instance "Watches International," "Watches Ltd.", and "Watches Incorporated" might really all be the same account, but an exact match on the account name would not flag them as duplicates. A more sophisticated rule that looks at the first 6 letters of the account name and a secondary check on another variable in the account record would flag the item and allow the user to review.

Once the duplicate detection rules are defined and published, there is a third part to the functionality: the creation, review and management of the duplicate detection job or jobs. You have the option to run a duplicate detection job on demand or to set a duplicate detection job to run at regular intervals. The duplicate detection job runs one or more of the duplicate detection rules that you defined. A new duplicate detection job is setup using a specific wizard from either, Settings, Data Management, Duplicate Detection Jobs or from My Work, Duplicate Detection. When you create a duplicate detection job you can limit the data that is checked using features that mimic the advanced find functionality. For instance, you can limit a duplicate detection job to all accounts within a specific zip code or all accounts owned by a specific person. Once you limit the data you want to check, you then specify how often you want the duplicate detection job to run, when the job should start, and who should be notified when the job is completed. The system can send an e-mail to a specific email address when the duplicate detection job is finished.

What happens when a new account is entered and a duplicate account exists? If a duplicate detection rule exists and a duplicate detection job is enabled on create or update, then the system will warn the user that a duplicate exists and it will list all the potential duplicates in a review window. The user then has the option to either ignore the warning or to choose the duplicate from the review window and update it with the information that they are trying to enter. When they choose the duplicate it would discard the data that has been entered up until the duplicate check indicated a problem.

Microsoft Dynamics CRM offers a wide variety of options for managing the potential impact of duplicates on data quality. In addition to a powerful search to check for a set of duplicates prior to entering a duplicate record, the software also offers automatic checking on create and update based on user defined rules and user defined duplicate checking jobs. If these features are correctly configured and surrounded by good business process, firms have the ability to significantly increase the quality of their existing data. They also have the ability to not only prevent duplicates, but to check for them if they are imported from other systems.

  • + Share This
  • 🔖 Save To Your Account

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.

Overview


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information


To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.

Surveys

Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.

Newsletters

If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information


Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.

Security


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.

Children


This site is not directed to children under the age of 13.

Marketing


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information


If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.

Choice/Opt-out


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information


Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents


California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure


Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.

Links


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact


Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice


We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020