FAQ | Frequently Asked Questions

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Q: How does AutoMerge determine what is a “duplicate” Lead, Account or Contact?
A:
Our default matching logic has been tested against 10s of millions of real CRM records and uses combinations of Name, Address, Telephone, Email, etc… to find duplicates. If you need to include your customized fields in the matching logic, that works too. Remember that you will always be able to validate the duplicates found prior to “AutoMerging” them.

Q: What is a “Data Quality Report” exactly?
A:
The report is a summary analysis of your entire set of Leads/Accounts/Contacts. For each of these entities, you will see how many duplicates were detected using our default matching logic and some clues as to how we found them. You will also receive an Excel file of several hundred sample duplicate sets from your CRM for you to validate individually. The Data Quality Report provides actionable insight as to how serious your duplicate problem has become. The report is provided free, and none of your CRM data is modified in the process.

Q: How does AutoMerge determine the primary record which will “win” the pending AutoMerge operation?
A:
The default logic would have the most recently updated Lead/Account/Contact win the pending Merge, but this can be customized to follow any decision logic you can imagine, including referencing information on related records such as Activities, Opportunities, Cases or Custom entities. On a set by set basis, you can change which record should “win” the pending AutoMerge operation by using our “AutoMerge Set Primary” button.

Q: Where does the non-Primary Contact go after it’s been AutoMerged?
A:
The non-Primary record(s) are disabled but not deleted. Merged Leads/Accounts/Contacts can always be seen in a subgrid from the remaining Primary record. That is until such time as you decide to Bulk-Delete them to recover the disk space they occupy.

Q: The built-in merge wizard lets me choose fields to preserve from each record, how does AutoMerge handle this?
A:
AutoMerge has an end-user-configurable set of fields that are reviewed prior to every AutoMerge operation. During the AutoMerge process, for each of the fields, if the Primary record has no value for that field, and the non-Primary does, that field is copied from the non-Primary into the Primary record. The built-in CRM merge wizard much too cumbersome and error-prone to use for more than a few sets of duplicates.

Q: Can I control which duplicate sets are AutoMerged?
A:
Yes! No duplicate sets are automatically merged until you say so. You can use our “AutoMerge” command bar/ribbon button to merge sets yourself, or tell us to get it done off-hours. AutoMerge also has a “Match Precision” % field to let you know how similar the records in each set of duplicates are. With this you can have us AutoMerge all dupes sets above X% and manually Validate/AutoMerge the rest yourself.

Q: Can I ignore specific records from AutoMerge?
A:
Yes, use our “AutoMerge Ignore” command bar/ribbon button to ignore specific records from being merged and ever matched up again.

Q: How are duplicate records getting in my CRM?
A:
Dynamics CRM allows several ways to input leads, account and contacts. Manual entry, import wizard, and data integrations with other business line systems. All of these processes result in duplicates. Your end-users will know if there’s a duplicate problem if they are in the CRM daily but they probably cannot quantify it. Our no-obligation data quality report will tell you how many duplicate leads, accounts or contacts you have and even give you some examples.

Q: “Fuzzy” what?
A:
“Fuzzy Matching” just means not exact, but close enough. Our fuzzy matching logic will find duplicates regardless of the various ways we humans enter data. Ask ten people to create a single new Contact record with the usual name, address and phone fields and you’ll get ten different results. AutoMerge will find these duplicates and match them up.

Q: How does your Cloud service work if our CRM is On-Premise behind our corporate firewall?
A:
Our service works with CRM Online, Partner-hosted or On-Premise with Internet Facing Deployment. Let us know if you are running CRM behind a closed firewall as we have ways to overcome this and still keep your network safe.

Q: Is my CRM data safe?
A:
We take the security of your data very seriously. #1 – we only transfer the few fields necessary to detect duplicates, never any sensitive fields. #2 – your data is transmitted using SSL encryption and resides (at-rest) on our Azure Analysis servers encrypted AES_128. #3 – we promptly delete your data when analysis is complete.

Q: Our CRM has several business units which may contain legitimate duplicates across them. How do you avoid detecting and AutoMerging them?
A:
We have a couple techniques to partition your CRM data during duplicate analysis. This is no problem.

Q: What versions of Dynamics CRM does AutoMerge with?
A: 
AutoMerge works with CRM 2011/13/15/16. On-premise, CRM Online or Partner-hosted.

Q: Do you have a Partner program?
A: 
Yes we do! Dynamics CRM Partners are welcome to join our partner program and receive several benefits including free AutoMerge use. Contact us at sales@genbil.com

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