Identify duplicates between leads and contacts modules
Industry: Travel | Feature: Custom Function and Workflow | Edition: Enterprise
Scenario
Joshua
Baker is a sales manager at an online travel agency that offers
customized tour packages. The agency has a webform on its website
through which interested people inquire about tour packages.
Qualified inquiries (leads) are converted as contacts and a new deal is
created. However, during this process, some duplicates are created in
the database. For example, Kane Wilson inquired about and purchased a
tour package last summer. Now, though he is already a customer in the
database, when he makes another inquiry through the webform, his details
are again captured as a new lead.
Requirements
Joshua wants to:
- Identify the duplicate entries among customers and new inquiries
- Merge the duplicate entries
Solution
The
webform captures the new inquiries in the Leads module and the
customers (converted leads) in the Contacts module. Joshua creates a
checkbox field named "Duplicates" in the Leads module.
1. Identifying duplicates between Leads and Contacts modules
The deduplication tool can identify duplicates within a single module, but you can use a custom function to do it across multiple modules.
So, in this case every time a new lead enters through the webform, a
record is created in the Leads module and a custom function checks for
duplicates in the Contacts module. In case a duplicate is found, the
Duplicate checkbox field is marked.
relcont = zoho.crm.searchRecords("Contacts", "(Email|==|" + email + ")");
relcontsize = relcont.size();
if (relcontsize>0)
{
update = zoho.crm.updateRecord("Leads", leadid.toString(), {"Duplicate":true});
}
{
update = zoho.crm.updateRecord("Leads", leadid.toString(), {"Duplicate":true});
}
b. Create a workflow rule
Module | Leads |
Rule Name | Duplicate check |
When to execute | Record action > Create |
Condition | All leads |
Actions | Functions > Duplicate |
2. Merging the duplicate records
In the Leads module, create a list view to filter the duplicate entries (Criteria: Duplicate is Selected). During Lead Conversion, you can either merge it with the existing contact or create a new contact.
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