Product: Omatic Cloud

Description: This solution discusses the options for finding and matching records

Environment: Salesforce

Versions: All

Answer:


After you have mapped your data, you will be taken to the Matching settings page.  Here, you can tell Omatic Cloud how to search for duplicates in your destination. The goal is to cast a wide net--we are trying to find as many potential duplicates as possible, and then you can narrow the results down later using Triage settings.




If your source contains an ID, we recommend using the option to use ID matching.  Omatic Cloud can look at various IDs, including custom fields, to attempt to locate the match.  If you do not have an ID, please select No ID matching. 


Additionally, Omatic Cloud can search Salesforce for Contacts and Accounts based on name, email, phone, and address criteria.  The options available for searching may vary depending on your data mapping. You can either select an "AND" or "OR" operator between them.

  • By using the "OR" operator and selecting all available criteria you will get the widest search results:

  • By using the "AND" operator and selecting all available criteria you will get the strictest search results, as records will need to match on all criteria:


Let's dive in a little deeper on what each of these criteria mean:

  • Email: This will use your data mapping and look at all email address types in Salesforce to match a record. For instance, if you are mapping an Email Address to the Personal Email field, Omatic will look at all of the email addresses in Salesforce to look for a match.
  • Name: This will look at the First and Last Names or Account Name (depending on your formula type) to match to a record in your destination.  
  • Phone: Similar to the email criteria, this will use your data mapping and look at all phone types in the destination to match a record.  You can apply Phone Formatting to the incoming values to ensure they are consistent with your preferred format in Salesforce.
  • Address: For an address to match, we will be look at the first 10 characters of the street address and the zip code, as we know there can be variation specifically in the endings of addresses, like Road vs. Rd vs Rd. 
    Note: For Contacts, address matches will supplement your search, but are not strong enough to be the sole reason we return a record as a match. At least one other criterion should partially match, for a record to come up as a match in Omatic Cloud. For instance, 123 Main St would not be enough to match a record as this could return a large amount of record.  However, if the Last Name Doe and 123 Main St were both matched, this would be strong enough to display as a possible match. This rule does not apply to Account record matching.

Troubleshooting Tips:

  • Why do the matches look like they are an exact match but they are only 91% match score?
    • This may be due to a number of factors, including a partial match on the name or address.  For example, Jo vs Joanna is not as strongly scored as Joanna vs Joanna, but both are considered name matches.

  • Why do I see match codes for criteria I did not include in my matching settings?
    • When you define your matching criteria, you're letting Omatic Cloud know how to search for the record. Once we find a potential match, we still run down a full list of comparisons to let you know how strong of a match it is. Even if we found the Contact based on your email-only search, it is helpful to know if their name and ID also match. So, we display all applicable match codes in the results, regardless of your settings.

  • How does address matching deal with common differences in address, like ZIP versus ZIP+4 postal code formatting?
    • We are using logic behind the scenes to account for some of these known variations.

  • What will happen to my existing formulas if I built them using an older version of the matching settings?
    • Your existing formula will default to whatever you had set up previously, i.e. Email Address or Name, etc. If you would like to use newer match criteria, like phone and address, you will need to update the Matching settings for each of your formulas.