Learn about... DuplicateCheck | Kent State University

Creating a rule to identify duplicates, the data stewardship portal, allowing manual review and merger of potential duplicates (and determining the winning records), and starting an auto merging taskOne issue commonly encountered when using a CRM such as Salesforce, is having redundant information. Within our iteration of Salesforce, this can happen due to loading data from disparate sources. For example, if we are loading test scores into Salesforce from organizations like ACT or GMAT, there is a possibility that students already have test scores loaded from an earlier date. Another example might be a student looking to apply to a Masters program who is already a Kent State alum. To ensure that the data housed in Salesforce is of high quality and free from unnecessary redundancy, de-duplication measures need to be implemented.

Kent State University has selected the Salesforce native application, DuplicateCheck to be our deduplication platform of choice. DuplicateCheck can identify duplicates in standard Salesforce objects such as Contact and Account or even across custom objects. Some of the features that DuplicateCheck offers includes:

  • Fuzzy logic: When creating rules to identify duplicates, we need to be able to match against misspellings or shortened names. Whereas literal logic looks for exact spellings across records, fuzzy logic identifies closely spelled (or misspelled) words as potential matches. This allows data stewards to verify the data and make a determination if the potential match is a duplicate or a unique record.
  • Auto Merging: DuplicateCheck determines a confidence score on potential matches based on a defined set of matching rules. If desired, DuplicateCheck can be configured to automatically merge records that have a very high confidence level.
    • Scheduling: De-duplication jobs can be scheduled to run daily, weekly, or monthly at a preferred time. Additionally, jobs can be executed in an ad-hoc or on-demand cadence.

    An enterprise demo of DuplicateCheck is currently installed in MIT and Dev2 instances of Salesforce, allowing for matches of up to 250,000 records. We are currently processing the order for the full version of the platform, which will support matching against over 2 million records. We anticipate this being available by the end of March. If you would like to learn more about the DuplicateCheck platform, please visit https://duplicatecheck.com/learn-more for videos, white papers and use cases.