Record Validation for Duplicates: To Validate Multiple Leads for Duplicates

The following activity demonstrates how to validate multiple records—such as leads, contacts, and business accounts—for duplicates.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that you are Bill Owen, a marketing manager of the SweetLife Fruits & Jams company. You have imported to the system a new purchased list of leads that contains the contact information of bakery, cafe, restaurant, and store employees. You need to check these leads for duplicates.

Configuration Overview

In the U100 dataset, for the purposes of this activity, the following tasks have been performed:

  • On the Enable/Disable Features (CS100000) form, the following features have been enabled:
    • Customer Management: Provides the customer relationship management (CRM) functionality, including lead and customer tracking, and gives users the ability to manage sales opportunities, contacts, marketing lists, and campaigns
    • Duplicate Validation in the Customer Management group of features: Provides the duplicate validation functionality, which you can use to set up and perform automatic validation of lead, business account, and contact records for duplicates
  • On the Duplicate Validation (CR103000) form, validation settings have been specified. For details, see Duplicate Validation.
  • On the Leads (CR301000) form, lead records have been created, including the Rita Orozco lead.
  • On the Import by Scenario (SM206036) form, a list of lead records that includes duplicates, including the Margarita Orozco lead, has been imported from a Microsoft Excel file to the system, which is done.

Process Overview

In this activity, you will do the following:

  1. Identify possible duplicates for newly imported lead records by using the Validate Records (CR503430) form.
  2. View the possible duplicate lead records on the Duplicates tab of the Leads (CR301000) form.

System Preparation

Before you start validating records for duplicates, you should do the following:

  1. Launch the MYOB Advanced website with the U100 dataset preloaded.
  2. Sign in to the system as marketing manager Bill Owen by using the following credentials:
    • Username: owen
    • Password: 123
  3. Make sure that on the Company and Branch Selection menu, in the top pane of the MYOB Advanced screen, the SweetLife Head Office and Wholesale Center branch is selected.

Step 1: Validating All Leads for Duplicates

To validate all leads for duplicates, do the following:

  1. Open the Validate Records (CR503430) form.
  2. In the Selection area of the form, select the Validate All Records option button.
  3. On the form toolbar, click Process All to start the duplicate validation process. The Processing dialog box opens, showing the progress and, as soon as the processing has completed, the results of duplicate validation.
  4. When the duplicate validation process has been completed, click Close to close the dialog box. In the table, notice that in the Duplicate column, either Validated or Possible Duplicate is inserted.

You have validated all records for duplicates, including leads. On the Leads (CR301000) form, in the Duplicate box of the Summary area, the system has inserted the appropriate option for each lead: Validated or Possible Duplicate.

Tip: If a lead has the Disqualified or Converted status, it is excluded from the duplicate validation process, and the option in the Duplicate box does not change for this lead.

Now you can view possible duplicate records, which you will do in the following step. For details about merging duplicates and linking the related leads and contacts, see Record Validation for Duplicates: To Validate a Lead for Duplicates.

Step 2: Viewing Possible Duplicate Records

In the previous step, you have validated all leads in the system for duplicates. Now you need to view the list of leads that have possible duplicates; you will check the Duplicate setting of the Rita Orozco lead.

To view possible duplicates, do the following:

  1. Open the Leads (CR3010PL) form, which shows a table with the leads that are defined in the system.
    Tip: If you need to change the order of columns in the table (or any other table), you can drag a column by its header to the new location.
  2. In the table, click the column header of the Duplicate column.
  3. In the Sorting and Filtering Settings dialog box, which opens, create a filter to view only records with a Duplicate setting of Possible Duplicate as follows:
    1. Click Clear All to clear the selection of all the options.
    2. Select Possible Duplicate.
    3. Click OK to close the dialog box and view the filtered list of records.

    The table now lists only the records that have a Duplicate setting of Possible Duplicate.

  4. Find the Rita Orozco record, which has Captain Crunchy Bakery in the Account Name column.
  5. In the row with the Rita Orozco record, click the link in the Display Name column.
  6. On the Leads (CR301000) form, which opens, open the Duplicates tab.

In the Records for Merging table, you can view the duplicate lead Margarita Orozco. The identical contact information of the duplicate lead is highlighted. Now you can merge duplicate leads, as described in Record Validation for Duplicates: To Validate a Lead for Duplicates.