Managing thousands or even millions of donors can be difficult. Duplicate records are a common problem. To help reduce duplication in Contacts or Accounts Salesforce provides duplicate detection capabilities. Each organisation will have their own set of matching rules, but common rules include fuzzy first name, exact last name, exact email or phone. You also need to have the correct system permissions to perform contact merges.
For example, if you create a Contact for Katy Perry as per this example, with Phone number 02 9863 3464:
After hitting the Save button, it will automatically detect if there was already an existing record in the system.
A notification will show at the top of the window alerting you that there’s a potential duplicate record.
If you click View Duplicates on the related list, you will be shown the Contact records that the system thinks are duplicates.
You can then step through a simple wizard to choose which record should be the Master record and be the remaining record after duplication. You can also choose single fields where you retain the value from the duplicate record instead.
Upon clicking the Next button, the system will remind you that merging is an irreversible process, and on confirming, the duplicate record will be combined. Rest assured that related records are retained and merged to the new contact as well.