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Stage 2 - Compare

Stage 2 is where the user decides if the input file should be compared to all records in Salesforce of just a subset of Leads, Contact, or Accounts.

Capabilities & Features:

• Ability to compare the incoming spreadsheet to all Leads, Contacts and Accounts or just a subset of records
  • For strategic reasons, i.e. only compare to records with a particular record type
  • For volume reasons, i.e. only compare to records in a particular state or country
• Multi-Table join capability
  • Only compare to "Customer" Contacts (where the Account.Type = Customer)
• Defaults to "Use All" - compare input data to ALL Leads, ALL Contacts and ALL Accounts
• If NO limiting conditions need to be specified, click "Next" in the bottom right to move directly to Stage3 - Matching
• A particular section may be greyed out based on whether the input data is being compared to just Leads, just Contacts or Leads and Contacts
• Account matching only used when specifiying New Contact - Existing Account matching steps in Stage 3

Step 1.  Select the Field to Base a Condition On

• All fields from the particular table and related tables, including custom fields, are available for selection
• To access fields in a related table select the "+" to the left of the table name
  • This will display the fields from the related table
  • Multi-table join is available for Parent tables only, based on foreign key relationships between tables
  • For example, the Account table can be accessed from within the Contact table, because the Account ID is physically stored on the Contact table, but the Contact table is NOT accessible from the Account table.

Step 2.  Select the Operator

• Available operators will change based on the type of field selected
• "!=" represents "not equal to"
• When using dates, operators will include "Today", "Yesterday", etc."
• For date and number fields, additional operators are included for specifying blank values (see below for specifying blanks for text fields or empty values for picklist fields)
  • Dates:  "Empty Date" & "Not Empty Date"
  • Numbers:  "Equals Null" & "Not Null"

Step 3.  Specify a Value(s)

• Text Fields:  Type in the value
  • Multiple values for the same field can be separated by commas (no spaces between commas)
    • i.e. State = ma,nh,me will be translated to State = ma or State = nh or State = me
    • Values entered are not case sensitive
  • To specify a blank value, leave the value box empty
• Picklists:  Select the value from the specified list
  • Multiple values can be selected and will be translated as "or"
  • Only valid picklist values are shown
  • Right click on a list of picklist values to "Add a Value"
    • This is used to add a value not currently in the picklist and make it available for use in the criteria
    • The value is added for the purposes of selection only and will not be added to the actual picklist in Salesforce.
  • Right click on a list of picklist values to "Filter List" to subset a long picklist based on a search string to quickly find a value(s).
• Dates:  The current date will default in the value window. Click the arrow on the right to access a calendar and select a specific date.

• To isolate a specific day regardless of time when dealing with a Date/Time field (i.e. created date), specify 2 conditions, greater than the day before and less than the day after
  • This is not necessary when using an operator such as "Today" or "Yesterday"

Step 4.  Add Condition(s)

• Select "Add Condition" to add the condition to the list of current conditions
• By default all conditions are and'd together.  To create "or" groups see Step 5
• To delete one condition from the list, click the box to the left to highlight the condition and press the delete key on the keyboard

Step 5.  Creating "OR Groups"

• To create "or" groups, check the "Expert Mode" checkbox
• Change the "OR Group" number for specific conditions (click on the number on the right and adjust up or down).  All conditions WITHIN a group are and'd and BETWEEN groups are or'd.  For example:
  
  
  Reads as:
  
  (MailingState=ma AND LeadSource=External Referral) OR (MailingState=ny AND LeadSource= Trade Show)
• Unchecking the "Expert Mode" checkbox will cause all conditions to be and'd once again 

See also