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Workflow to detect and de-activate a duplicate record RRS feed

  • Question

  • Hello,

    Is it possible to run a workflow that can automatically detect a duplicate record and de-activate it?

    Regards

    Dave


    David Kelly


    Friday, September 7, 2012 9:08 AM

Answers

  • Hi David,

    Out of the box you can create a recurring duplicate detection job. This can be scheduled to run daily or weekly, and will run through all records of your specified entity.

    Any duplicates (determined by your duplicate detection rules) will be flagged, however someone will need to manually go through and deactivate/merge the duplicates found, it doesn't do this automatically.

    It is usually best to have someone check each duplicate anyway, as this allows you to determine if they truly are a duplicate or not. If they are in fact a duplicate, you can then Merge the 2 records, which allows you to select the correct field values to map from each record.  This way you don't get records randomly deactivated when you are purposely entering a duplicate.

    Merging is usually something that needs to be done manually, in case the duplicates have different information in the same field, you need to decide which is correct, or if you need to store the other data somewhere else.

    The Duplicate Detection Jobs and Rules can be set up under Settings -> Data Management -> Duplicate Detection Jobs/Rules. This does not require any custom development, just someone to check the duplicates after it has run.

    Hope that helps!

    -Paul

    • Marked as answer by David J Kelly Friday, November 2, 2012 12:16 PM
    Friday, September 7, 2012 8:45 PM

All replies

  • Hello David,

    I believe it is possible with development of custom workflow activities.


    Freelance Developer for Dynamics CRM 4.0/2011

    Friday, September 7, 2012 2:13 PM
    Moderator
  • you can do it with two ways..

    1) You can create duplication detection rule which will not allow you to create the duplicate record it self.

    2) you can write recuring workflow which will triger after 24 hours and will check the dublicate records and deactivate all duplicate record except original record.


    Thanks, Prakash Omer Ignify | Email: prakash.omer@hotmail.com

    Friday, September 7, 2012 2:26 PM
  • Hi David,

    Out of the box you can create a recurring duplicate detection job. This can be scheduled to run daily or weekly, and will run through all records of your specified entity.

    Any duplicates (determined by your duplicate detection rules) will be flagged, however someone will need to manually go through and deactivate/merge the duplicates found, it doesn't do this automatically.

    It is usually best to have someone check each duplicate anyway, as this allows you to determine if they truly are a duplicate or not. If they are in fact a duplicate, you can then Merge the 2 records, which allows you to select the correct field values to map from each record.  This way you don't get records randomly deactivated when you are purposely entering a duplicate.

    Merging is usually something that needs to be done manually, in case the duplicates have different information in the same field, you need to decide which is correct, or if you need to store the other data somewhere else.

    The Duplicate Detection Jobs and Rules can be set up under Settings -> Data Management -> Duplicate Detection Jobs/Rules. This does not require any custom development, just someone to check the duplicates after it has run.

    Hope that helps!

    -Paul

    • Marked as answer by David J Kelly Friday, November 2, 2012 12:16 PM
    Friday, September 7, 2012 8:45 PM