Prevent Duplicate Leads and Optimize Salesforce Efficiency
Question
Your company is facing a big problem of Duplicates.
You have been asked to recommend an approach to ensure that the new leads are not already existing in the system, by evaluating their email.
All leads must be blocked from entering the system.
What would you recommend?
Answers
Explanations
Click on the arrows to vote for the correct answer
A. B. C. D.Correct Answer: B
A matching rule defines how duplicate records are identified in duplicate rules and duplicate jobs.
Salesforce provides standard matching rules for business and person accounts, contacts, and leads.
You can also create custom matching rules.
For each matching rule, run on a record; up to 100 duplicates can be reassigned to a duplicate record set.
A matching rule can be associated with a duplicate rule or a duplicate job.
Option A is incorrect because with validation rules you can build more complex rules that have conditional statements to meet your business needs.
Option C is incorrect because searching salesforce will waste the reps' time and sometimes the record may or may not be displayed based on the search settings
Option D is incorrect.
Even if the email field is set to unique this will not prevent duplicates.
Reference:
The most appropriate approach to prevent the creation of duplicate leads in Salesforce is to create a Matching rule with Duplicate rules.
Matching rules define the criteria for identifying potential duplicates, and Duplicate rules define the actions to take when duplicates are found. By creating a matching rule with duplicate rules, the system will automatically compare incoming leads to existing records based on specified criteria, such as email addresses, names, or phone numbers, and if a match is found, the lead will not be created.
To set up a Matching rule with Duplicate rules, you need to follow these steps:
Define the matching rule criteria: You can choose to match based on one or more fields, such as email address or first name and last name. You can also set up rules to determine how closely the fields must match, such as exact or fuzzy matching.
Define the Duplicate rules: Once the matching criteria are defined, you can create duplicate rules that specify the actions to take when duplicates are found. For example, you can choose to block the creation of the duplicate lead, alert the user that the lead already exists, or automatically merge the duplicate records.
Activate the Matching rule with Duplicate rules: After defining the matching criteria and duplicate rules, you can activate the matching rule. When a new lead is created, Salesforce will automatically compare it to existing records based on the matching criteria, and take the appropriate action according to the duplicate rules.
Option A, creating a validation rule to prevent duplicate leads from being entered, is not the best approach because it only blocks the creation of a new lead when an exact match is found, which may not catch all potential duplicates.
Option C, ensuring all sales reps search Salesforce prior to entering data, is not an efficient solution as it relies on manual efforts and can be prone to human errors.
Option D, ensuring that the email field is selected as "Unique", is also not the best approach because it only ensures that the email field is unique for each lead, but it does not prevent the creation of duplicate leads based on other criteria such as name or phone number.
Therefore, the best approach is to create a Matching rule with Duplicate rules to automatically identify and prevent the creation of duplicate leads based on defined criteria.
