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Mass-Merge

Preparation:

Before merging records, ensure match rules are created on leads / contacts and accounts. Use the existing rules or learn more about creating and customizing Salesforce duplicate management here.

From the Duplicate Rules page (Salesforce Setup > Duplicate Rules) click on New Rule and create a duplicate rule on the object Duplicate Record Helper.  Ensure that both fields for report are checked and both fields called alert are unchecked.

Do a one-time update by loading all lead / contact emails / dupe fields to the duplicate helper object. You can see matches being made by opening the report type in the Lane Four package called “Lane Four Duplicate Record Sets”

When you have confirmed that you see the matches in the report, delete all records in the Duplicate Record Helper object. We recommend using a tool such as Data Loader to export all records in the object “Duplicate Record Helper”, and deleting them.

The duplicate merging / converting process can be run by launching the Mass-Merge feature from the Lane Four tab.

Step 1: To set up  Create New a rule, click Create New.

From the Account Duplicate  Rule dropdown, select the duplicate rule that you wish to process. If you wish to also process a Lead or Contact duplicate rule, choose between the two objects and select the Lead or Contact duplicate rule that you wish to process from the list.

Checking Run Simulation checks the Simulated Merge Winner checkbox on the winner record(s), without actually performing the merge.

mass merge

Step 2: Run the batch

Once saved, the rule will appear in the list of Duplicate Rules to Process. The next step is clicking on Run Mass Merge from the top right of the page.

It’s important to note a few scenarios that may prevent this process from working:

  • Merging records causes a validation rule to fail.
  • The master record does not have a value in a restricted picklist, and its duplicate does have a value, which currently is not in the list of allowed picklist values. In the case that a master record does not have a value in a field, but a duplicate does, we use the duplicate’s value.
  • A master record does not have a value in a field dependent on another field, but the duplicate record does have a value in the dependent field. We will use the duplicate’s value to populate the master. If the duplicate’s value in the dependent field does not correspond with the master’s value in the field it is dependent on, the merging attempt will fail because of the mismatch on field dependency.
  • Converting Leads into a Contact that doesn’t have an associated Account.
  • When a master record looks up to a record that was previously merged and deleted.
  • Merging / converting causes some other unrelated process to crash. For example, there were instances of the Pardot managed package crashing when attempting to merge Leads where some had email addresses and others didn’t.
  • Attempted to merge / convert a record set that is “too large”. Records are merged two at a time. Each merge operation fires whatever existing triggers and subsequent processes. Salesforce timeout / query / DML limits can potentially be hit.
  • If a record in the record set is of the wrong object type, i.e., if something other than an Account is in an Account duplicate record set, or something other than a Contact or Lead is in a Contact/Lead record set.

When a failure occurs, all merges performed in that particular record set are rolled back. In the batch process, only the current record set fails. If a process fails, the failure reason will be visible in error reporting.

Merge Rules

Default rules state that the oldest record will be treated as the master in all merges. Custom logic can be implemented by contacting support.

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