Data Policy- Configuring Account Dedupe Policy in fullcast.io

The Account Dedupe policy removes duplicate accounts in your system to clean up your data. This policy needs to be enabled to avoid having multiple salespeople reaching out to the same prospect or customer.

After setting up duplicate rules in Salesforce, we now have to ensure that the duplicates found are dealt with. With the Account Dedupe policy, you can decide whether to directly merge duplicate accounts into a master account or define criteria for when you need to send these accounts for approval before merging. You can also simply tag accounts as Duplicate or Master if that is your preferred action. This can be helpful if multiple accounts have open opportunities or contacts, and you'd like to avoid losing important data. To set this up in fullcast.io, follow the steps below.

Select the Motion tab in fullcast.io.
Select Review policies under the category Policies by Territory
Select the Add New Policy button in the top-right corner.
From the Policy Catalog, select Account Dedupe.

Stage 1 - Approval

To set up criteria for the approval process before taking action on duplicates found by Salesforce:

1. Use the space provided to add or remove fields to decide what gets chosen for approval. Click on the default fields to select other options from the drop-down menu. (E.g., Opportunity Count, Opportunity Amount, Opportunity Stage, Account Type)

2. Choose an operator from the green drop-down menu and type in a value for each field. This is important to filter further the accounts that get picked up for approval. (E.g. Opportunity Count [greater than] [0], Account Type [equals] [Prospect])

3. Next, click the grey [+] button to add Review Fields to compare accounts by in the approval screen. Type in the specific field names in the space provided. (E.g., Billing Address, Account Owner, City)

4. Under Send to the following people for approval, choose a user from the drop-down list to review duplicate accounts shown in the Duplicate Record Set created by Salesforce.

Approvers

In step 4, the user(s) you chose typically decide which record, among the duplicates found by Salesforce, becomes the "Master Record."

Stage 2 - Duplicate Action

From the drop-down list, select what you would like to do with the duplicate accounts found. Choose between Tag or Merge.

Tagging and Merging Accounts

If you select to Tag the duplicate accounts in stage 2, the records will either be labeled as Duplicate or Master records. If you select to Merge the duplicate accounts in stage 2, then the approver selected in Stage 1 will assign a Master Record, to which the other accounts will be merged.

When finished with all stages, click Save Changes. The policy is now created in the Motion Module home page.
To activate the policy, click the [...] Policy Settings Menu on the Account Dedupe policy. Select Enable from the drop-down menu.

Fullcast Dupe Actions

After setting up and activating the Account Dedupe policy, if approval criteria were not met, then the accounts were automatically merged with the Master Account or tagged according to how Stage 2 was set up.

However, if the approval criteria set up in Stage 1 were met, you would receive an email from Salesforce asking to review the accounts. Click on the link provided and follow the steps below:

1. Click on the link provided in the automated email sent by Salesforce. It should take you to the Fullcast Dupe Action object, where you will see the Master record identified by the system, and any approval actions to be taken on the duplicate accounts that met the approval criteria.

2. Click Merge Approval. On the next page, select the checkbox next to any records you'd like to exclude from the merge process.

4. Once finished, type APPROVED into the space provided at the bottom of the page, and click Merge. You are now done with deduplicating your accounts!