2011 User's Guide Copyright

Publish or unpublish a duplicate-detection rule

This task requires the System Administrator or System Customizer security role or equivalent permissions. More information about specific permissions and performing this task while offline: Configuration Permissions

When you publish a duplicate-detection rule, a matchcode is created for every record in the matching record type for that rule. Publishing occurs in the background as a system job.

1. 
   In the Navigation Pane, click Settings, click Data Management, and then click Duplicate Detection Rules.
   
2. 
   Select any duplicate-detection rules that you want to publish, and then on the Actions toolbar, click Publish, and then click OK.
   
3. 
   To monitor the status of the duplicate-detection publishing system job, look at the value of the Status Reason column. For more detailed status information, open the duplicate-detection rule, and then under Related, click System Jobs.
   

To unpublish a rule, select the rule, and then on the Actions menu, click Unpublish.

Related Topics Avoiding Duplicate Records 66 Check for duplicates 45

Check for duplicates

This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions

Duplicate detection can take place only if duplicate detection is enabled in Duplicate Detection Settings and if at least one duplicate-detection rule exists for the record type.

1. 
   Start duplicate detection.
   

1. 
   In any list, on the Actions menu, click Detect Duplicates.
   

2. 
   To search selected records, click For Selected Records.
   

To search all records on all pages of the current view, click For All Records on All Pages.

Start duplicate detection from the Workplace, Tools menu, or Settings area

5. 
   On the Tools menu, click Duplicate Detection.
   

In the Workplace, in the My Work section, click Duplicate Detection, and then click New.

- OR -

In the Navigation Pane, click Settings, click Data Management, click Duplicate Detection Jobs, and then click New.

6. 
   Click Next.
   
7. 
   In the Look for list, click a record type.
   

8. 
   Select criteria to define the records that Microsoft Dynamics CRM will use to check for duplicates:
   

• 
  To use criteria from a saved view:
  

- OR -

• 
  To use new criteria:
  

• 
  To make sure that you have the records you want, click Preview Records.
  
• 
  To change the columns that are displayed in the preview, or the column order, sort order, or column widths, click Edit Columns.
  
• 
  To save these criteria to use later, click Save As. This saved view will be available in the My Views section of the View box.
  

9. 
   Click Next.
   

2. 
   Specify:
   

• 
  The name of the duplicate-detection job.
  
• 
  When you want the duplicate-detection job to start. You also can specify to run the job on a regular schedule.
  
• 
  Whether you want notification sent to you and to other users when the background duplicate-detection job completes.
  

3. 
   Click Next, and then click Submit.
   

4. 
   To view the potential duplicates, after the duplicate-detection job completes, in Workplace, under My Work, click Duplicate Detection.
   
5. 
   Open your duplicate-detection job.
   
6. 
   Under Related, click View Duplicates.
   

7. 
   In the top list of records that may have duplicates, select a record.
   
8. 
   In the list of potential duplicate records, for each potential duplicate record found, select the record, and then do any of the following actions:
   

   Action	Do this
   View the contents of a record to help you decide what to do	Double-click the record.
   Edit the record	On the Actions menu, click Edit.
   Deactivate the record	On the Actions menu, click Deactivate. In the confirmation dialog box, click OK.
   Merge record by using the record in the top list as the master	In the Records group, click Merge. Click Automatically.
   Merge record by choosing the master record	In the Records group, click Merge. Click Select Master. In the Merge Records dialog box, select which record to make the new master record. Select the fields from each record that you want to include in the master record. Fields that are shaded will overwrite the corresponding unshaded field during the merge operation. When you are ready to merge the two records, click OK. When you receive the message The selected records are merged and the subordinate record is deactivated, click OK.
   Delete the record	On the Actions toolbar, click the Delete button . In the Select Delete or Deactivate dialog box, click Delete, and then in the confirmation dialog box, click OK.

9. 
   When you have finished resolving duplicates, click Close.
   

• 
  Your system administrator or system customizer determines the criteria for identifying a record as a potential duplicate. More information: Requesting User Interface Changes (on page 212)
  
• 
  If you enter a duplicate record within a few minutes of entering the first record, Microsoft Dynamics CRM will not detect the duplicate record. The matchcodes for new and updated records are created every five minutes, rather than as a record is created.
  
• 
  To refresh the list of duplicate records, you must run a new duplicate-detection job:
  

• 
  After a record has been merged or deactivated, the record is still displayed on the bottom list.
  
• 
  You can use the Modified On column to determine whether a record was modified after the duplicate-detection job was run.
  
• 
  After a record has been deleted, merged or deactivated, the record is still displayed on the top list.
  

Related Topics Enable and Disable Duplicate Detection 67 Avoiding Duplicate Records 66