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Identify and merge Dynamics CRM duplicates quickly

Identify and merge Dynamics CRM duplicates quickly. Deactivate duplicate leads, accounts and contacts with less than 10 minutes of effort using AutoMerge.

Let’s learn how to use AutoMerge to identify duplicates in your Dynamics 365 system and once you’ve validated the results, automatically merge all duplicates above a certain match precision threshold.

AutoMerge consists of these three complementary parts:

  1. Azure-based Analysis Service: SaaS-service that analyzes a Dynamics CRM system for duplicate leads, accounts and contact, and tags the results back in the CRM. This service can execute from any Azure data-center.
  2. Management Portal: A portal also running within Azure, that customers/partners can log into to submit analysis/tagging/automerging requests for the analysis service.
  3. CRM Managed Solution: A managed solution within Dynamics CRM that intelligently merges duplicates that have previously been tagged.In this article we’ll be using all three parts to clean up the duplicates in a CRM instance.


High-level steps we will follow:

  1. Log in to AutoMerge Portal with your customer/partner credentials.
  2. Create new “Analysis>Tag” request using a (potentially) custom matching and merge-winner ranking criteria configured on Contact entity and pointed at one of your CRM instances.
  3. Submit the request for immediate processing.
  4. Wait for an email notifying you the request is complete.
  5. Review and validate the tagged duplicates within you CRM using our “AM Dupes” views.
  6. Page through the duplicates to find an appropriate low precision threshold that you are happy with. We’ll use 50%.
  7. Return to the AutoMerge Portal and submit an “AutoMerge” request with a minimum match precision of 50%.
  8. Submit the request and again, wait for the email notifying you when the request is complete.

Let’s get started…

Log in to AutoMerge Portal with your customer/partner credentials.

Once you’ve logged in you’ll see a dashboard with a summary of you recent requests. Ok, not very exciting, but just wait…

Now let’s create a new “Analysis>Tag” request using a (potentially) custom matching and merge-winner ranking criteria configured on Contact entity and pointed at one of your CRM instances.  Submit the request.

Requests can be delayed to run at whatever future date.

Once submitted and saved, you’ll be taken back to your “Existing Requests”. And you will see the request you just submitted.

Now wait for an email notifying you the request is complete. Depending on how large a data set to analyze it could take a while. Expect to wait about 10 minutes per 100K records.

Here’s a sample of the email you’ll receive when the request has successfully completed:


At the bottom of the email is a link to download a Data Quality Report (Excel) file summarizing the analysis.

Here’s a sample of what the report might look like:

 

At this point you can log in to your CRM to review and validate the tagged duplicates using our “AM Dupes” views. Page through the duplicates to find an appropriate low precision threshold that you are happy with. The second column in the view shows the match precision metric that is written as part of the tagging process. We’ll use 50% as our low threshold.

Merge-winner ranking or decision logic is another one of the options in the “AM Configuration” record.  The merge-rank field (first column in the view above) of the records determines the winner and order of merge-losers. The merge-winner has rank=1, and merge-losers have rank>1. A duplicate set must have at least 2 records in it, but there is no upper limit on how many records can be in a duplicate set. When a set is AutoMerged, #2 is merged into #1, then #3 into #1, then #4 into #1 and so forth. With each sub-merge, field preservation occurs from the loser record into the winner when the winner has no value in a particular field. Therefore it is important to have your merge-winner ranking logic set up appropriately.

At this point you could select pages of duplicates and AutoMerge them yourself. Notice the “AutoMerge” button in the command bar. We’re not doing any manual AutoMerging in this article so we can show you how to AutoMerge en masse using the portal….so…

Return to the AutoMerge Portal and submit an “AutoMerge” request with a minimum match precision of 50%.

Again – wait for the request to complete. An AutoMerge request will merge the duplicate sets one at a time from high precision to low precision (down to the prescribed threshold).   You can estimate a second or two for each duplicate record. View the progress of the AutoMerging process with our dashboard.

See the historical merges chart in the lower right.

You receive an email upon completion, similar to the other one:

As you can see, with less than 10 minutes of effort we’ve merged over 700 duplicate sets, and in the process deactivated 751 duplicate (loser) records. The entire process took less than an hour. Depending on your data set particulars, the time it takes to analyze, tag and AutoMerge will of course vary.

Eugene

ps. AutoMerge is easy to implement and of course there’s a free trial.  For a free data quality report like you saw above,  click the REQUEST A FREE REPORT form at the bottom.


Or email us at sales@genbil.com for more information.

If you are a Dynamics 365 partner, you may use AutoMerge internally for the low price of $free, with one catch…if you love it you agree to let your customers know!

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