Manage data

Set up duplicate detection rules to keep your data clean

Run bulk system jobs to detect duplicate records

Turn duplicate detection rules on or off for the whole organisation

Delete bulk records

View and take action on bulk deletion jobs

Monitor and manage system jobs

Send bulk email to customers

Add or remove sample data

Perform key business calculations with rollup fields

Automate manual operations with calculated fields

Create formulas for calculated fields

Set up duplicate detection rules to keep your data clean

To maintain the integrity of your data, it’s a good idea to have rules in place to reduce duplicate records in the system. Microsoft Dynamics CRM includes default duplicate detection rules for accounts, contacts, and leads, but not for other types of records. If you want the system to detect duplicates for other record types, you’ll need to create a new rule.

After you’ve created duplicate detection rules, you need to turn duplicate detection on.

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  1. Make sure that you have the System Administrator, System Customizer, Sales Manager, Vice President of Sales, Vice President of Marketing, or CEO-Business Manager security role or equivalent permissions.
green_diamond_arrow Check your security role

a.   Follow the steps in View your user profile.

b.   Don’t have the correct permissions? Contact your system administrator.

  1. Go to Settings > Data Management. (How do I get there?)
  2. Choose Duplicate Detection Rules.
  3. To create a new duplicate detection rule, choose New. Type a name and description.

–OR–

To edit an unpublished existing duplicate detection rule, choose the duplicate detection rule.

–OR–

To edit a published duplicate detection rule, select the rule. On the Actions menu, choose Unpublish, and then choose the rule.

  1. Select the criteria to be used to identify a record as a duplicate.

a.  If you are creating a new rule:

  • In the Duplicate Detection Rule Criteria section, in the Base Record Type list, choose the type of record that this rule applies to. For example, select Contacts.
  • In the Matching Record Type box, choose the type of record to compare. In most cases, you’ll probably want to use the same record type for Base Record Type and Matching Record Type. It’s also useful to be able to compare different record types. For example, you might want to compare the Email field in Contacts to the Email field in Leads.

b.  If you want the rule to consider only active records while detecting duplicates, select the Exclude inactive matching records check box. You should also select this check box if your duplicate detection rule criteria are based on a status field.

c.  If you want the rule to be case-sensitive, select the Case-sensitive check box.

d.  If you selected different record types for the base and matching record types, for each new criterion, in the Base Record Field column, choose Select, and then choose a field name. In the same row, in the Matching Record Field column, choose Select, and then choose a field name.

–  OR –

If you selected the same record types for the base and matching record types, for each new criterion, in the Field column, choose Select, and then choose a field.

e.  In the same row, in the Criteria column, choose Select, and then choose an operator. For example, select Exact Match.

f.  If you specified Same First Characters or Same Last Characters, in the No. of Characters column, choose Enter Value, and then enter the number of characters to compare.

g.  If you don’t want the rule to consider blank fields (null values) as equal while identifying duplicates, select the Ignore Blank Values check box.

exclamationImportant

If the duplicate detection rule contains only one condition, blank values are ignored during duplicate detection job.

The number of criteria that you can select is limited by the number of characters that can be stored in the matchcode for the record. As you add criteria, watch the Current matchcode length value shown at the bottom of the criteria list.

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  1. When you’re finished adding criteria, choose Save and Close.
  2. To make the new or changed duplicate detection rule usable, select the rule, and then choose Publish.

When you publish a duplicate detection rule, a matchcode is created for every record in the matching record type for that rule. You can publish only five rules for the same base record type (Account, for example) at a time. You might need to delete or unpublish an existing rule if you bump up against this limit.

noteNote

  • We recommend that you set the duplicate detection criteria on a field that has unique values, for example, Email.
  • You can have more than one duplicate detection rule for each record type.

See Also

Turn duplicate detection rules on or off for the whole organisation

Run bulk system jobs to detect duplicate records

Run bulk system jobs to detect duplicate records

To maintain the integrity of system data, you should check for duplicates regularly to make sure that users don’t inadvertently create duplicate contacts, accounts, leads, or other types of records.

The Check for Duplicates wizard helps you set up a bulk “job” that finds and cleans up duplicate records. You can schedule the job to run daily, and you can receive an email confirmation when the job finishes.

noteNote

If you haven’t already done so, create and publish duplicate detection rules, and turn duplicate detection on before you run the wizard. More information: Set up duplicate detection rules to keep your data clean

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  1. Go to Settings > Data Management. (How do I get there?)
  1. Choose Duplicate Detection Jobs.
  2. Choose New, or choose the name of the duplicate detection job you want to run.

You’ll see the Duplicate Detection wizard, which helps you create a job to check for duplicates.

  1. Choose Next.
  2. In the Look for drop-down list, select the record type that you want to check for duplicates.

noteNote

What you see in this list depends on which duplicate detection rules are published. More information: Set up duplicate detection rules to keep your data clean

  1. In the Use Saved View drop-down list, select a view if you want to limit the records searched to records in that view. For example, select Active Accounts. When you select a view, CRM adds the criteria to search on.
  2. To further limit the records searched, choose Select and then enter the criteria you want.

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  1. Choose Next.
  2. Accept the default name for the job, or type a different name.
  3. Enter the start time for the job, and enter how often to run the job in days. (To run the job daily, type 1.)
  4. If you want to receive an email confirmation when the job is completed, select the Email options check box. Enter an additional email address, if desired.
  5. Choose Next, and then choose Submit.

See Also

Set up duplicate detection rules to keep your data clean

Turn duplicate detection rules on or off for the whole organization

View and take action on bulk deletion jobs

Detect duplicate data

Turn duplicate detection rules on or off for the whole organisation

To maintain the integrity of your data, it’s a good idea to set up duplicate detection rules to reduce duplicate records in the system. Remember that after you create duplicate detection rules, you need to turn them on.

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  1. Make sure that you have the System Administrator, System Customizer, Sales Manager, Vice President of Sales, Vice President of Marketing, or CEO-Business Manager security role or equivalent permissions.

green_diamond_arrow Check your security role

a.   Follow the steps in View your user profile.

b.   Don’t have the correct permissions? Contact your system administrator.

  1. Go to Settings > Data Management. (How do I get there?)
  1. Choose Duplicate Detection Settings.
  2. Select or clear the Enable duplicate detection check box.

noteNote

If your system contains a large number of records, checking for duplicates can impact performance.

  1. If you’re turning duplicate detection on, select or clear the check boxes to set when duplicates are detected:
  • When a record is created or updated

The system checks for duplicates when a user enters or updates records.

exclamationImportant

Duplicates aren’t detected when a user merges two records, activates or deactivates a record, or saves a completed activity.

  • When Microsoft Dynamics CRM for Outlook goes from offline to online

For users of Microsoft Dynamics CRM for Outlook, the system detects duplicates when the user synchronizes their data after working offline, as long as users have enabled duplicate detection in Outlook. To enable duplicate detection in Outlook, choose File > CRM > Options. Choose the Local Data tab, and then select the Enable duplicate detection during offline to online synchronization check box.

  • During data import

When you use the Import Data wizard to bring in contacts, leads, accounts, or other types of data, the wizard detects any duplicate records as long as you enable duplicate detection in the wizard. More information:  Import accounts, leads, or other data

    6.  Choose OK.

See Also

Set up duplicate detection rules to keep your data clean

Synchronizing data with Outlook or Exchange FAQ

Run bulk system jobs to detect duplicate records

Delete bulk records

It’s a good idea to occasionally do bulk deletions to maintain data quality and manage system storage in Microsoft Dynamics CRM. For example, do bulk deletions to remove:

  • Stale data
  • Data that’s irrelevant to the business
  • Unneeded test or sample data
  • Data that was incorrectly imported from other systems

For more information, see TechNet: Delete bulk records.

View and take action on bulk deletion jobs

You can view the status of, pause, postpone, and resume a system job that you created using Bulk Record Deletion.

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  1. Go to Settings > Data Management. (How do I get there?)
  1. Choose Bulk Record Deletion.
  2. In the Bulk Record Deletion window, you can perform the actions described in the following table.
To Do this
View status Look in the Status Reason column.
View detailed status, including success and failure information Select the bulk-deletion job.
View queries submitted for deletion Select the bulk-deletion job, and then under Information, choose Properties.
Review the errors Select the bulk-deletion job, and then under Related, choose Failures.
Pause a bulk-deletion job a.   Select the bulk-deletion job, and then on the Actions menu, choose Pause.b.   When the confirmation message appears, choose OK.noteNoteBulk deletion jobs of fewer than 1,000 records cannot be paused.
Postpone a bulk-deletion job a.   Select the bulk-deletion job, and then on the Actions menu, choose Postpone.b.   When the confirmation message appears, choose OK.
Resume a bulk-deletion job a.   Select the bulk-deletion job, and then on the Actions menu, choose Resume.b.   When the confirmation message appears, choose OK.
Cancel a bulk-deletion job a.   Select the bulk-deletion job, and then on the Actions menu, choose Cancel.b.   When the confirmation message appears, choose OK.
Modify recurrence of a bulk-delete job a.   Select the bulk-deletion job, and then on the Actions menu, choose Modify Recurrence.b.   If you select the Run this job after every check box, specify the interval after which you want the bulk-deletion job to run, and then choose OK.If you select the Run this job after every check box when you create a bulk-deletion job, the job becomes recurring and is moved to the Recurring Bulk Deletion System Jobs view. You can only change the recurrence for these recurring bulk-deletion jobs.

 

See Also

Delete bulk records

Monitor and manage system jobs

Several Microsoft Dynamics CRM features use system jobs to perform tasks automatically, including workflows, import, and duplicate detection, running independently or in the background.

You can monitor them to ensure that they run smoothly or have completed successfully.

Monitoring system jobs

If there is a problem with a system job, you can cancel, postpone, pause, or resume it.

  • Cancelling system jobs

You cannot resume a cancelled system job.

  • Postponing completion of system jobs

Postponing an active system job stops any current and subsequent actions. You can specify a later time when you want the system job to restart.

  • Pausing system jobs

You can resume a paused system job.

  • Resuming paused system jobs

Resuming restarts a system job that was paused.

tipTip

a.  If a system job fails, you can view the details about what steps failed and what the problems may have been. First, open the system job record.  To display details about system job failures, move your pointer over the warning symbols.

b.  To view system job failures in a format that you can print or copy and paste, click the Print button.

noteNote

You cannot make changes to the status of a system job that has been completed or cancelled.

Send bulk email to customers

You can send the same message to multiple recipients using email templates. This is known as direct or bulk emailing.

Or, you can use mail merge with Microsoft Office Word and Word templates to create the message.

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  1. Go to your work area. (How do I get there?)
  2. Choose the record type you want. For example, choose Contacts.
  3. In the list of records, select the contacts you want to send email to.
  4. Do one of the following:

In the web app: Choose the More Commands button more_commands, and then choose Send Direct Email.

In CRM for Outlook: In the Collaborate group, choose Send Direct Email direct_email. Or, just choose Send Direct Email to send email to everyone on the list.

  1. In the Send Direct Email dialogue box, select the template you want to use.
  2. Choose Send.

See Also

Create templates for email

Work with mail merge templates

Add or remove sample data

Sample data gives you something to experiment with as you learn Microsoft Dynamics CRM, and to help you see how data is organized in the system. At some point, you’ll probably want to remove the sample data.

Or, if sample data isn’t installed on your system, you may want to add it for training purposes. Later, when you’re ready, you can remove it.

exclamationImportant

Use sample data to learn and play around with system features. However, to avoid unwanted results, don’t associate it with any data you actually need.

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  1. Make sure you have the System Administrator security role or equivalent permissions in Microsoft Dynamics CRM.
green_diamond_arrow Check your security role

a.   Follow the steps in View your user profile.

b.   Don’t have the correct permissions? Contact your system administrator.

  1. Go to Settings > Data Management. (How do I get there?)
  1. Choose Sample Data. You’ll see a message that tells you whether the sample data is currently installed.
  2. Do one of the following:

Choose Remove Sample Data, then choose Close.

-OR-

Choose Install Sample Data, then choose Close.

Check for duplicate contacts, accounts, or leads

Microsoft Dynamics CRM includes duplicate detection rules for accounts, contacts, and leads. These rules are automatically turned on, so you don’t have to do anything to set up duplicate detection for these record types.

noteNotes

If available on your system, you may also be able to check for duplicates of other record types, in addition to contacts, accounts, and leads. Check with your system administrator.

See Also

Merge duplicate records for accounts, contacts, or leads

Perform key business calculations with rollup fields

“Rollup fields” show calculations based on how records are related in a hierarchy. Rollup fields can help you answer these types of questions:

  • How many sub-accounts are there under one big account?
  • How much annual revenue is there for all the sub-accounts under an account hierarchy?
  • How many opportunities or leads is your team working for a big account, and what is the net open revenue for all the related accounts in the hierarchy?
  • How much time have we spent working a big account and all its sub-accounts?

With Microsoft Dynamics CRM, you can set up rollup fields to perform calculations across related records without writing code or involving a developer.

noteNote

For Microsoft Dynamics CRM Online organisations, this feature is only available if you’ve installed the CRM Online 2015 Update.

For on-premises CRM organisations, this feature is only available if you’ve updated to CRM 2015.
Interested in getting this feature?  Find your CRM administrator or support person.

For more information on rollup fields, see TechNet: Define rollup fields

Automate manual operations with calculated fields

“Calculated fields” allow you to build formulas and set conditions that allow you to perform calculations across one or more fields. For example, you can use calculated fields to determine things like:

  • Total net worth of an account by subtracting liabilities from assets
  • Estimated revenue for an opportunity multiplied by the probability of closing the deal
  • The quality of leads based on revenue and type of license (for example, whether a lead is hot, warm, or cold)

With Microsoft Dynamics CRM, you can set up calculations across multiple records without writing code or involving a developer.

noteNote

For Microsoft Dynamics CRM Online organisations, this feature is only available if you’ve installed the CRM Online 2015 Update.

For on-premises CRM organisations, this feature is only available if you’ve updated to CRM 2015.
Interested in getting this feature?  Find your CRM administrator or support person.

For more information, see TechNet: Define calculated fields

Create formulas for calculated fields

You can use calculated fields to automate manual calculations in your business processes. For example, you can automatically apply a discount if an order is greater than $500. A calculated field can contain values resulting from simple math operations, or conditional operations (such as greater than or if-else), and many others. For information on the syntax to use with calculated fields, see TechNet: Calculated field functions syntax.

Customise your system

The way your organization works is unique. For example, you may need to create your own custom record types (entities) forms, and views, or set up new workflows or other business processes. With Microsoft Dynamics CRM, you can customize your system to fit the needs of your business. To understand what’s possible, and how to customize your system, see TechNet: Customise your CRM system.