How to Manage Duplicate Records in Salesforce

One of the reasons people are considering Salesforce over their legacy system is the ease to manage records while maintaining accuracy and avoiding duplicates. Having duplicate data records can end up in poor data quality, leading to variations in outcomes. But the good thing is users can manage duplicate records in Salesforce, ensuring that there is no overlapping of information.

Salesforce solution of a business can be a home to thousands of records created by hundreds of users. This makes it necessary to manage records in such a way that any kind of duplicate data and redundancy can be eliminated. Salesforce offers users some steps to managing duplicate records.

Finding Duplicates in Salesforce

When it is about managing duplicate records, the first step is always to be able to find such records. You can manage duplicates by creating custom rules or by adjusting standard duplicate settings. Here are the steps to find duplicates in Salesforce:

Search for Duplicate Rules in Set Up in your Salesforce org.

Click on Edit to change the existing rule. Or you can click on New Rule for adding a new one.

Click on the object on which you want to apply the rule and enter rule details like name and description.

Select actions which you want to occur when a user starts adding a duplicate record.

How to Remove Duplicates in Salesforce Report

After setting up the duplication-catching rules in your Salesforce org, make sure you check your permissions. When you are using Lightning Experience, for merging duplicate contacts you would require permissions to ‘delete contacts’ and also to edit Self-Service Users. After you have verified the permissions, follow the following steps to remove duplicates in the Salesforce report:

Select a contact record. If any duplicate exists, you’ll get a message. This message would be visible on related lists. Click on View Duplicates to see any existing duplicate.

Select at most three records to merge. Click on next.

Assign one record to be the master. Select field values you want to keep. Click next.

Check if everything looks fine and then merge.

Deduplicate your Salesforce Data with Experts

Although the above-mentioned steps can help you with removing any duplicates, if you have a large number of records, verifying duplicate records on your own can be time taking. Consider hiring certified Salesforce experts to take care of your Salesforce solution, ensuring that the data managed is accurate and there are no duplicates or redundancies.

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