HelpConsole 2008 SP3.1 - PeopleImport

Setup Matching Criteria

Step 1. Develop Filters for Duplicate Searching

Specify criteria to match data from incoming spreadsheet to Salesforce to determine updates vs. inserts
Two Match Steps and Final Matching Conditions are always created

One matching step per object (Leads and/or Contacts) is required
Additional Matching Steps can be added by selecting the appropriate button at the top of the screen

Existing Steps can be cloned for ease in making minor mapping changes, i.e. clone an existing step for first name, last name and email and delete the match for first name so the resulting step matches on just last name and email
- To clone a step, highlight the step and select on the right
If only one step is desired, the second step will need to be deleted
- To delete a step, highlight the step and select on the right
Steps are evaluated in order, more RIGID matches should be performed first
The order of Match Steps can be changed by selecting the buttons on the right
- May want to move Contact Step(s) before Lead steps in case the same "person" is duplicated in Salesforce as the first one it finds is the only one that will be updated
Final Matching Conditions applies to all records that DID NOT match in one of the Matching Steps, these are the NEW records that will be inserted

Step 2. Select Field Matching Criteria

Add Match Condition: Select to add a new matching condition
Field to Match: Select field to match from drop-down list of fields mapped in Stage 1
- When picking fields for New Contact - Existing Account Match steps, only fields mapped to Account fields will be available
Match Category: Typically left as "All" to display all the Mapping Types available in step 4

Mapping Type: Various techniques are available to find non-exact, but similar matches

Fuzzy, Transpose & Alpha Clean: Optional to further "loosen" match

Match Blank Value: Check this box to match blank values from the spreadsheet to blank values in Salesforce (will match where both are populated and the same or both blank)

Repeat steps 1-5 until all matching criteria has been entered for this particular Step
ONLY records where the mapped fields are populated will be used for comparison (except if match blank is selected for a particular field)
To match a blank to a non-blank, remove the field from mapping altogether (will also find matches where the field is different)
To remove one matching item click the box on the left to highlight, and select "delete" on your keyboard
All fields listed in a step must match for the record to be considered a match for that Step
- Conditions are AND'd not OR'd

Step 3. Rename Steps (optional)

By default Steps are numbered and "Named" for the object being compared to, but the name can be customized

Highlight the step to be renamed and click
Enter the new name in the pop-up box
- It is recommended that the Object Name be included in the Step Name for clarity
Click OK to save
- New name will now display on the left and in the actual step

Step 4. Add Additional Matching Steps (optional)

1. Adding Lead or Contact Match Steps

New Steps are always added after all existing Lead and Contact steps, but can be moved up or down in sequence

2. Adding New Contact - Existing Account Steps

New Contact - Existing Account Match steps will always be added AFTER Lead and Contact match steps as the purpose of this step is to add a NEW Contact to an EXISTING Account
- Steps can be moved up or down in sequence within existing Account Matching Steps only
Fields available for matching in New Contact - Existing Account steps will be any fields mapped to Account fields in Stage 1
An option to "Match Account Owner" is available in New Contact - Existing Account steps, located just below "Add Match Condition"

If the Owner of the matching Account is inactive, then the Contact will be owned by the current user as a new Contact cannot be inserted with an inactive owner

Step 5. Manipulating Steps

Steps are evaluated in order and one record from a spreadsheet will ONLY match to one record in Salesforce (Lead or Contact)
Move a step up or down to change the order of evaluation
Rigid steps should precede looser steps
May want to move Contact Step(s) before Lead steps in case the same "person" is duplicated in Salesforce as the first one it finds is the ONLY one that will be updated
Delete any empty Match Steps
Existing Steps can be cloned for ease in making minor mapping changes
- i.e. clone an existing step for first name, last name and email then delete the match for first name so the resulting step matches on just last name and email
- Cloned steps are added after existing steps, but can be moved

Step 6: Final Matching Conditions

If no match is found in any of the object matching steps, the record be inserted as either a new Lead or a new Contact, or "Do Nothing" can be selected to just ignore the new record
This step should always be reviewed to ensure that the appropriate action is taken for the new record
- If matching to just Leads or Leads and Contacts, the default setting is to create a new Lead
  - An option to "Use Lead Assignment" Rule is available when adding a new Lead, but is NOT checked by default
- If matching to just Contacts, the default setting is to create a new Contact and new Account
  - A new Account needs to be created so that the Contact can be associated with an Account
  - Mapping can be specified such that duplicate new Accounts will not be created
    - i.e. One new Account can be created with multiple new Contacts

Review and Update Cleaning Lists

Add common Punctuation/Suffixes/Prefixes specific to your industry, or common nicknames

Additions are added to the end of the list

Lists invoked when using "Cleaned Account Name" and "FirstName" mapping types