Create or edit a duplicate-detection rule

Can I do this task?

Microsoft Dynamics CRM Online includes default duplicate-detection rules Rules that specify criteria for identifying a record as a duplicate. for accounts, contacts, and leads. No default rules are provided for other record types.

1. In the Navigation Pane, click Settings, click Data Management, and then click Duplicate Detection Rules.
2. To create a new duplicate-detection rule, click New, and type a name and description.

   - OR -

   To edit an unpublished existing duplicate-detection rule, double-click the duplicate-detection rule.

   - OR -

   To edit a published duplicate-detection rule, select the duplicate-detection rule, on the More Actions menu, click Unpublish, and then double-click the duplicate-detection rule.

3. Select the criteria to be used to identify a record as a duplicate.
   1. If you are creating a new rule, in the Duplicate Detection Rule Criteria section, in the Base Record Type box, select the type of record that this rule applies to.
   2. If you are creating a new rule, in the Matching Record Type box, select the type of record that this rule applies to.
   3. By default, duplicate-detection rules are not case-sensitive. If you want the rule to be case-sensitive, select Case-sensitive.
   4. If you selected different record types for the base and matching record types, for each criteria you want to add:
      1. In the Base Record Attribute column, click Select and select an attribute.
      2. In the same row, in the Matching Record Attribute column, click Select and select an attribute.
      3. In the same row, in the Criteria column, click Select and specify an operator.
      4. If you specified Same First Characters or Same Last Characters, click Enter Value to specify how many characters to compare.
   5. If you selected the same record types for the base and matching record types, for each criteria you want to add:
      1. In the Attribute column, click Select and select an attribute.
      2. In the same row, in the Criteria column, click Select and specify an operator.
      3. If you specified Same First Characters or Same Last Characters, click Enter Value to specify how many characters to compare.

   The number of criteria you can select is limited by the number of characters that can be stored in the matchcode A code that is created for every record that a duplicate-detection rule might apply to, used as part of the process of detecting duplicates. for the record. As you add criteria, watch the Current matchcode length value shown at the bottom of the Duplicate Detection Rule page.

4. Click Save and Close.
5. If you have the appropriate permissions, publish your new or changed duplicate-detection rule.

   A duplicate-detection rule is not usable until it is published.

   • If there is no Publish button on the Actions toolbar, ask a user with the System Customizer or System Administrator security role A defined set of privileges. The security role assigned to a user determines which tasks the user can perform and which parts of the user interface the user can view. All users must be assigned at least one security role in order to access the system. to publish the rule.
   • If there is a Publish button, select the new or changed rule, and then click Publish.

   When you publish a duplicate-detection rule A rule that specifies criteria for identifying a record as a duplicate., a matchcode A code that is created for every record that a duplicate-detection rule might apply to, used as part of the process of detecting duplicates. is created for every record in the matching record type for that rule. Publishing occurs in the background as a system job.

Note

You can have more than one duplicate-detection rule for each record type.