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Routing - Duplicate Contact Match Node Guide Follow

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Customer Education
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Contents:

 

Overview

The Duplicate Contact (DupeC) Match Node is used to identify Contacts in your Salesforce account that are duplicates of the routed Lead. Once the duplicate Contact has been identified, you can merge the routed Lead with the existing Contact record using the Merge Dupe Contact Node. Before merging with a duplicate Contact in your router flow, you must make a match using the Duplicate Contact (DupeC) Match Node in your flow. The Duplicate Contact Match Node also includes filters and Tiebreakers to help you identify the best duplicate Contact record if there are multiple potential duplicate Contacts.

 

Example: David is the LeanData admin for Lighthouse Development. In his Router flow, he needs to match the routed Leads to their duplicate Contacts. He configures the DupeC Node, with Filters and Tiebreakers to match to the duplicate Contact. Using the Filters, he ensures that the routed Leads are not matched to any Partner Contacts. Partner Leads and Contacts are handled by another part of the Router Flow.

Each Match node includes Tiebreakers to identify the best matched record if there is more than 1 possible match. Tiebreaker rules are included in the node configuration to pick the best match when LeanData finds multiple duplicate Contacts. These Tiebreakers function just like the Tiebreakers in Tagging. The Tiebreakers on the node are local only to the node. Any changes made to the node’s Tiebreakers do not affect the Tagging Tiebreakers or even the Tiebreakers on other match nodes.

 

Customization

You have a number of options to configure the node.

  • Node Name
  • Description
  • Filter Duplicate Contacts
  • Prioritize Duplicate Contacts
  • Advanced Settings

 

Node Name

By default, the Node Name is set to Match Node. You can change this label to anything you need. We strongly recommend giving this node a meaningful name such as the goal of the Match Node or simply Match Dupe Contact. This will help others understand the purpose of the node. 

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 flow, the description will help them to understand the goal of the customizations.

 

Filter Duplicate Contacts

Use Filters to include or exclude duplicate Contacts from matching to the routed Lead record. In our example, we are excluding Contacts that have a Lead Source of Partner Referral (Lead Source = Partner Referral). This ensures that we will not match the routed Lead record to a duplicate Contact record that was a Partner Referral. 

 

Value/Field

The Value/Field selector lets you choose between filtering for a value in a field on the duplicate Contact record and/or comparing a field on the duplicate Contact record with a field on the routed Lead record.

 

When using Value, you are looking for a specific value in a field on the duplicate Contact record. For example, if you wanted to only include duplicate Contacts that are Prequalified, you could select the Prequalified Field, set the Operator to Equals, and select True from the Value pull-down menu.

When using Field, you are comparing the value of a field on the duplicate Contact record with a field on the routed Lead record. For example, if your goal is to compare the Title field on the duplicate Contact record to the Title field on the routed Lead record, you could select Title from both the duplicate Contact Field and the Lead field. Setting the Operator to Equals ensures that the Logic rule will look for the same Title on the Contact and Lead records. The label above the entry box will change from Value to Lead Field. In the screenshot above, we are including any Contact whose Title equals the Title on the routed Lead record. 

 

For each condition you add, you will see:

  • Field: The Field selector will give you a list of all the fields on the duplicate Contact record that you are filtering.
  • Operator: The Operator gives you a condition to apply to the field for the decision. (Example: Contains, does not contain, starts with, is null, etc). The values in the Operator selection change depending on the field selected.
  • Value/Field: The Value is the value you are evaluating against in your selected field. This is typically a pull-down menu of possible values. If you select Field for Value/Field, you will see Lead Field as the label and the field will be a pull-down of fields on the routed Lead record.

You can add as many conditions as needed to create the desired Filters.

Working with Multiple Conditions

When you edit or add rules, you can have multiple conditions.  When you have a rule with multiple conditions you are given the option to specify the relationship between the conditions. By default, you will see an AND relationship. You can change this to OR as needed. You can also use parentheses to group conditions together. Example: ((1 AND 2) OR 3).

In the example above we use an AND relationship because we are looking to include only Contacts that are Prequalified AND have a Title that equals the Title on the routed Lead Record.

Exclude Matched Contacts with Inactive Owners

This option, when checked, will prevent LeanData from matching to duplicate Contacts with inactive owners.

 

Prioritize Duplicate Contacts

In the Prioritize Duplicate Contacts section you will see a list of rules called Tiebreakers. These rules are applied after filters if there are multiple duplicate Contacts that can match to the routed Lead record. Tiebreaker rules are processed from the top down and are used to narrow the pool of possible duplicate Lead matches down to the best match. The node will check each rule, one at a time, from top to bottom, until only one remaining potential duplicate Contact remains. This duplicate Contact will be matched to the routed Lead. The Dupe node includes a set of default Tiebreaker rules. You have the following options to modify the Tiebreakers:

  • Edit the existing rules
  • Add/remove rules
  • Change the order of the rules

 

Editing a Rule

To edit a rule, simply click in the rule to open it for editing. You will see the same options as in the Filters.

 

Adding a Rule

If you choose to add a custom Tie-Breaker Prioritization Rule, click New Rule. There are three rule types; LOGIC, SOQL, MIN MAX.

  • LOGIC - When configuring a new logic rule, you can use a Field or Field Value from the duplicate Contact level. This works the same as adding Filters
  • SOQL - You can use a SOQL (Salesforce Object Query Language) string here. More Info
  • MIN MAX - The field you are choosing is the duplicate Contact level field. Set the Operator to either Min or Max. Min meaning the lowest possible value and max being the highest. For Date and Time fields, Min equals the oldest date and Max equals the newest date. When applied to time MIN is the oldest time and MAX is the most recent or further into the future.

For example, Mel the LeanData Admin wants to build a tiebreaker rule that will look for the duplicate Contact with the Min (oldest) created Date. She sets the duplicate Contact Created Date to MIN to ensure the tiebreaker looks for the oldest duplicate Contact that matches.

 

Set Variable to Duplicate Contact

LeanData Routing allows you to store values in a container called a Variable, which can then be referenced later in your routing graph for use in routing decisions and actions. This will allow you to assign recurring values, such as lists of User Ids, email domains, state names or zip codes to a Variable, which can then be used multiple times throughout your routing graph.

By default, LeanData will save the output of the Match Node to a variable for you to retrieve later. You can rename the Variable container as needed.

 

Advanced Settings

Under Advanced Settings there are options for setting the targets for the node edges.

Node Edges

There are 3 exit edges from a Match Node. Under the Advanced settings you can select a target node for each of the edges for what you would like LeanData to do in each of these scenarios.

 

  • Match: LeanData has identified a best match based on the algorithm, after applying your Tiebreakers and Filters.
  • No Match: LeanData has not identified a match, after considering your Filters.
  • Multiple Matches Identified: If LeanData has more than one match remaining after your Filters, and you would like to take a different action than identify one best match, you can direct this edge to your desired action. This option is disabled by default. Upon enabling, you will also have to remove any Min/Max tiebreakers.

 

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.

 

 

  1. 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.

 

Summary

Duplicate Contact (DupC) Match Node is used to match a routed Lead record with the best duplicate Contact record in your Salesforce account. The DupC node uses filters and Tiebreakers to identify the best duplicate Contact record to match to the routed Lead. This node is typically combined with the Merge Duplicate Contact Node to merge the routed Lead with the matched duplicate Contact.

 

For more information on working with router flows please see our BookIt FlowBuilder Guide.

 

For questions or additional assistance please contact LeanData Support.

 

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