Routing - Merge Dupe Contact Node Guide

Contents:

• Overview
• Merge Duplicate Settings
• Customization
• Email Notifications
• Things to Know & Best Practices
• Summary

Overview

The Merge Dupe Contact Node is designed to merge the routed Lead with an existing duplicate Contact in your Salesforce database. LeanData will first convert the routed Lead into a Contact and then merge the two Contacts. Before using a Merge Dupe Contact Node, there must be a duplicate identified previously in the router graph using the Duplicate Contact Match Node.

Example: Marcos is the LeanData administrator for Lighthouse Development. One of the requirements for the Router graph is to be able identify when the routed Lead is a duplicate of an existing Contact record. Marcos adds a Duplicate Contact Match Node to find any existing duplicate Contacts and then adds a Merge Dupe Contact Node to merge the Lead into the existing Contact.

Please Note: The routed Lead record is the record that is being merged into the existing duplicate Contact. The existing duplicate Contact record will be considered the master record.

Merge Duplicate Settings

The Merge Dupe Contact Node includes a link to manage your merging preferences on the Merge Duplicate Settings page. We recommend confirming your preferences before adding merging to your router graph.

For more information on merging duplicates please see our Merging Duplicates Guide.

Customization

You have a number of options to configure the node:

• Node Name
• Description
• Merge Contact Selection
• Merged Lead Status
• Email Notifications
• Advanced Settings

Node Name

By default, the Node Name is set to Merge Dupe Contact. You can change this label to anything you need. We strongly recommend giving this node a meaningful name.

Description
This field is not required but we recommend adding a description to document any customizations made to the node. If someone else needs to take over the management of the graph, the description will help them to understand the goal of the customizations.

Merge Contact Selection

Use this section to leave the Matched Contact stored in the Duplicate Contact Match node selected or to pick any other contact stored in a variable earlier in the graph. Leaving the Matched Contact (Default) selected is the default mode.

Merged Lead Status

When merging the Lead into an existing Contact, LeanData will first convert the Lead into a Contact. Per Salesforce requirements, you must set a Converted Lead Status on the Lead before it can be converted. Use the Merged Lead Status pull-down to select a converted status to apply to the converted Lead record.

If you want to view/edit your Lead Statuses use the link “View Lead Statuses” next to the Merged Lead Status pull-down. The Lead Setup page in Salesforce will open in a new tab.

You also have the option to select <Current Lead Status> to use whichever status the Lead has at the time of merching, but please note that if that Lead status is not designated as a converted status in salesforce, the merge will fail.

Email Notifications

The email notifications allow you to configure how the node can notify Users of either a successful operation or a failure. You can select an existing template or create a new message using Compose Email. To build a Success or Failure Notification you must:

• Pick the recipients
• Select an existing template or compose an email

Please Note: The only difference between the Success Notification and the Failure Notification is what triggers the message. If you wish to use both, you will need to configure both types of messages to send.

Email Recipients

Use these settings to select Users to send a message that the node operation was either a success or failure:

• Success Notifications: 
  • Use the Email Recipients section to pick the desired recipients of the notification.
    • New Owner - This option will send the notification to the new owner of the record.
    • Previous Owner - This option will send the notification to the previous owner of the record.
    • Email Addresses - This option will let you enter additional email addresses separated by a comma.
    • Additional Recipients - This option lets you send the notification to a User on the Lead or on the matched Account (if there is one previously matched in the graph).

Failure Notifications

• Use the Email Recipients section to pick the desired recipients of the notification.
  • Email Addresses - This option will let you enter additional email addresses separated by a comma.

 

Message

In the Message section you will create the email message that the node sends out. You have 2 options:

• Email Template - Use the email template option to select from your existing email templates in Salesforce.
• Compose Email - Use the compose email option to build an email notification using field(s) from the Owner, Routed Record, or a link to the audit log for the routed record.

Email Template

When you select the Email Template option, you will be asked to select the desired Salesforce Template. You cannot edit the message in LeanData. You can use the View Template link to view the selected template.

Compose Email

The Compose Email option allows you to create a new email message in the node. Use the Insert a Field picklist to add fields from the routed record to the message. 

You can insert fields from the routed record or any record related with the matched record. In addition to these fields, you can also insert a link to the audit log for this specific routing action, or to the audit log for every action performed on this record in LeanData. When selecting your field to insert, select either Audit Log Link or Full Audit Log Link to include the Audit Log URL in your message.

Use the Insert Relative Date to add the date the record was routed or a set number of days after the date the record was routed.

Advanced Settings

The Advanced Settings section gives you fallback options for the routed records. 

• Invalid/Inactive User - If the incoming Lead is owned by an inactive or invalid User when it enters this node, the merge will fail and the Lead will be routed through the Invalid/Inactive User node edge.
• Queue Lead Owner - If the routed lead is owned by a queue when it hits the Merge Dupe Contact node, the node will not be able to convert the Lead into a contact to merge into the existing Contact. The merge will fail and the Lead will be routed through the Queue Lead Owner node edge. You can then route the Lead to a Send Notification node to alert someone that there  is a queue owned lead.

Working With Edges

You can Connect nodes in one of several ways:

1. Open a node and select the Target through the dropdown next to the condition or outcome you wish to assign. Use the search functionality to narrow the scope of the results. If you want Lead processing to stop at your selected node, simply select End of Flow.

Alternatively you can click the Stop Sign icon to set a particular edge to End of Flow, or click the crosshairs icon to assign that edge visually on the main flowchart graph view by clicking the node to which you would like that edge to proceed.

2. If you are already in the main flowchart graph view, you can click on the yellow triangle and drag the edge you wish to direct to the next node to which you would like that edge to proceed.

Things to Know & Best Practices

• If you are using native Salesforce Contact validation requiring certain fields to be populated, a lead to contact merge process may fail if the lead is missing the required information to be converted into a contact and then merged.
• We recommend checking for queue owned Leads before routing a Lead to the Merge Dupe Contact node and assigning them to a User so that when the routed Lead hits the merge node, the merge will be successful.
• You can stack the Merge Dupe Lead and Merge Dupe Contact nodes in your Router graph to check for duplicate Leads and Contacts and merge them into existing records.
• You should always test your Merge Duplicates settings thoroughly before launching in production. You can do this by running a 1x routing job in a sandbox instance and reviewing the results in the LeanData logs. Merge actions cannot be undone.
• Other duplicate detecting apps may interfere with LeanData Merge Duplicates, including native Salesforce duplicate detection. If you are using LeanData Merge Duplicates feature you should beware of or disable other duplicate management apps to avoid unexpected behavior.

Summary

The Merge Duplicate Contact Node is used to convert the routed Lead into a Contact then merge the new Contact into the existing duplicate Contact record using your merging preferences. Before using a Merge Dupe Contact Node, there must be a duplicate identified previously in the router graph using the Duplicate Contact Match Node.

For more information on merging duplicates please see our Merging Duplicates Guide.

For more information on working with router graph please see our Lead Router Guide.