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Avoiding Duplicate Records Part 3 of 3 Microsoft Dynamics CRM

Post Author: Joe D365 | February 1st, 2011

Business Issue

Duplicate records are being entered into the system during imports and manual entry.

Solution

This is the third segment of a three part series on avoiding duplicate records. Part 1 introduced you to duplicate detection in Dynamics CRM and when rules can be fired. Part 2 was focused on how to set up the rules. Part 3 is going to walk you through how to use duplicate detection jobs.

There are 2 steps that we will be reviewing in this article:

  1. Running a job
  2. Resolving duplicates from a job

Running a Job:

You can start with a list of records that you want to run a duplicate detection job against. Advanced Find is a great tool to use to pull your list. In our example I want to run a duplicate detection job against all "Open Leads" so I open up that view then I go to the More Actions menu, click on Detect Duplicates and then make a choice between 'For Selected Records' or 'For All Records on all Pages'.

  1. Open up a view of records that you want to run duplicate detection.
  2. Click on the More Actions menu.
  3. Click on Detect Duplicates

Select "For All Records on all Pages'

The Check for Duplicates Dialog box appears where you need to Specify:

  1. The name of the duplicate-detection job.
  2. When you want the duplicate-detection job to start.
  3. You also can specify to run the job on a regular schedule.
  4. Whether you want notification sent to you and to other users when the background duplicate-detection job completes.

Click OK, or click Finish.

Happy CRM'ing

Joe CRM
By Joe D365
Joe D365 is a Microsoft Dynamics 365 superhero who runs on pure Dynamics adrenaline. As the face of PowerObjects, Joe D365’s mission is to reveal innovative ways to use Dynamics 365 and bring the application to more businesses and organizations around the world.

4 comments on “Avoiding Duplicate Records Part 3 of 3 Microsoft Dynamics CRM”

  1. Hello Joe,

    When crm user want to perform this manually this will work. But, I have a workflow which creates a new account when a new email come's in to the CRM system and the account name will be the sender's e-mail address. But, duplicate Account is creating when the same person sending the email for the next time.
    How to prevent the duplicate creation here.
    Please give me reply ASAP.

    Thanks,
    Venkatesh Ekkaluri

    1. Hi Venkatesh - In order to prevent duplicates we would need to first see if an account already exists. The best approach for this is a plugin. We have written a similar plugin for a client were plugin runs on creation of a contact. On create of a contact, check if there are other contacts in the crm system with the same @yyyy.com as this contact with a parent account. if so, we have know account and can set the new contact to this parent account. Else create a new account.

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