Microsoft Dynamics™ CRM 4 For Dummies®

Appendix B. Managing Your Data

In This Chapter

• Defining and creating duplicate detection rules

• Editing duplicate detection rules

• Publishing and unpublishing detection rules

• Importing and exporting data

While the cloning debate rages in political circles, database users have already decided, no clones, no duplicates!

In version 4, Microsoft CRM lets the system administrator determine the rules an organization will use to determine what constitutes a duplicate record. Microsoft CRM calls this Duplicate Detection.. The administrator can add duplicate detection rules to any entity in the system, even custom entities. Duplicate detection rules are run behind the scenes when creating or updating a record, going online with the Outlook client, or during data import.

This chapter discusses CRM's ability to implement duplicate detection rules and how to use those rules to manage your data.

Tips for Creating Duplicate Detection Rules

Microsoft CRM uses the concept of match codes to determine duplicate records. For example, if the duplicate detection rule for your contact consists of the first four letters of the last name and the first three digits of the zip code, the match code for John Smith, 123 Main Street Boston, MA 02111 would be SMIT021. Meaning, Sally Smith of 999 Tremont Street, Boston, MA 02111 would also be SMIT021. The records would match. Therefore, we suggest the following rules when setting up your match codes:

• Use a unique identifier whenever possible. This can be the e-mail address ...