We all know that data entry isn’t perfect and Sage CRM data is no exception to the rule. One user may type “ABC Company” and another may type “ABC Co.” This can and may create duplicate records in the system that will eventually need to be merged.
In order to prevent this kind of data duplication in CRM, the Deduplication feature must be turned on. Match rules can be created on both the Company and Person entities, warning users that they may be entering a duplicate record. Furthermore, data uploads also honor match rules and allow for interactive or batch data processing.
Following this example, you will setup match rules on the Company entity that match using a “Contains” on the Company Name and “Contains” on the phone number.
NOTE: Using the “Contains” searches for the value of the name or the phone contained in the existing data.
1. To turn on the Deduplication feature. Login to Sage CRM as an administrator and go to Administration | System | System Behavior | click on Change | and set the Deduplication value to “Yes” | and Save.
2. Now go to Administration | Customization | Company | Screens (tab) and select the Company Dedupe Search Screen. Find the Company: Phone (comp_phonefullnumber) from the drop down list and click on “Add” | and Save.
3. Lastly, go to Administration | Data Management | Match Rules | Company | Continue | and click on New. Choose comp_phonefullnumber as the Match Field and “Contains” as the Match Type | and Save. If you don’t already have a match rule setup for Match Field comp_name and “Contains” as the Match Type, create one.
Once you’ve setup your match rules, try testing them. Click back out to the Main Menu and right click on the New fly-out menu, then click on Company. Enter a known company’s name and phone number to test and click on “Enter Company Details”. If the system finds matching records you will receive a warning and have the ability to choose an existing record at that time.
Although you can’t avoid all human error and data integrity problems, match rules can at least catch a good majority of them. They give you the option of continuing with your entry and do not prohibit in any way the entry of a new record with the same exact values. Now that you’ve learned how to setup match rules on the Company entity, you can do the same for the Person entity. Good luck!