Identifying duplicate leads helps you to maintain a clean and accurate database of leads by removing the duplicates.
Sales App Duplicate Detection Rules
This article discusses the lead duplicate detection functionality in D365 Sales. Its important to note that duplicate detection can be enabled at the organisational level via Power Platform but this users a different model* (see below). When duplicate detection is enabled in D365 Sales, the following rules are applied to detect duplicates:
|Duplicate email address||The leads are flagged as duplicates when they contain the same email address, even though other values are different.||The leads Kenny Smith and John Doe have the email address firstname.lastname@example.org. The duplicate detection feature displays the leads Kenny Smith and John Doe as duplicates, based on this rule.|
|Duplicate phone number||The leads are displayed as duplicates when they contain the same phone number, even though other values such as name and email address are different.||The leads Kenny Smith and John Doe have the same phone member, +1234567890. The duplicate detection feature displays the leads based on this rule.|
|Similar name and company name||If the leads have a similar name and company, they’re displayed as duplicates.||For example, Regina Murphy from Contoso and Regina Merphy from Contoso.inc. In this example, the spelling of the names is different but the names sound similar.|
|Similar name and the same email domain||If the leads have a similar name and the same email domain, they’re displayed as duplicates.||For example, Regina Murphy, Regina@contoso.com, and Regina Merphy, Manager@contoso.com. In this example, the spelling of the names is different, but the names sound similar and the email domain is the same (contoso.com).|
Identifying and Merging Duplicate Records
There are two ways in which duplicate leads are identified in the Sales App:
- Selecting a lead from the list view. If duplicates are detected a View Duplicates option is displayed on the toolbar
2. On opening a lead record if the lead has duplicates a message will display on the top toolbar
With the duplicate detection feature of Microsoft Power Platform, you can only merge one duplicate with the primary record. The Sales duplicate detection feature has been enhanced so you can merge a record that has as many as four duplicates. This helps you maintain a single record with the latest information. Once you have selected the current record and at least one duplicate the Merge option will become available on the top toolbar. After merging the primary record is updated, and other records are deactivated. If the deactivated duplicates contain related records, they’re automatically moved under the primary record.