Duplicate Matching Routers

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Available in Version 3.9 and up

Duplicate matching routers assign new duplicate records to the same owner as the existing record. These routers leverage standard Salesforce Duplicate Rules to identify duplicates.

Things to keep in mind

Things to keep in mind

  • Duplicate matching routers only work for objects supported by Salesforce Duplicate Rules. While duplicate rules support all custom objects, they do not support all standard ones. For example, the Case and Opportunity objects are not supported.
  • You cannot enable Trigger-Based Assignment for objects that have at least one active Duplicate Matching router. This is because we cannot guarantee that the timing of events within an insert/update transaction will allow for duplicate matching logic to work as expected in every case.
  • Create Salesforce Duplicate Rules

    You’ll need to have at least one active Salesforce Duplicate Rule before you can create a duplicate matching router. See Customize Duplicate Rules for step-by-step instructions on how to create Salesforce Duplicate Rules.

    IMPORTANT: when creating a Salesforce Duplicate Rule, the Report checkbox for Actions On Create and/or Actions On Edit must be checked for Kubaru duplicate matching routers to work properly.


    Create New Router

    Let’s step through the process of creating a duplicate matching router together:

    1. Select Kubaru from the App Launcher menu.
    2. Click the Kubaru Console tab (if not already selected).
    3. Click the New Router button.
    4. Enter a name for your router (e.g. “Duplicate Leads”).
    5. Select the Object that you’d like to assign (e.g. “Lead”).
    6. Select “Duplicate Matching” as the Assignment Method.
    7. Select the Assignee Field that Kubaru should update. This will default to the Owner Id–but you can choose any user lookup field for assignment. See Assignee Field for more info.
    8. Select the Priority for your router. See the Prioritizing Your Router article for more information.
    9. In the Duplicate Rules section, check the box next to the duplicate rule(s) you’d like the router to reference. If more than one rule is selected, they’ll be evaluated in order of priority.
    10. The When Multiple Duplicates field indicates what should be done if multiple duplicate records are identified.
      1. Match oldest record: The record with the oldest Created Date is chosen.
      2. Match newest record: The record with the most recent Created Date is chosen.
      3. Match last modified: The record with the most recent Last Modified Date is chosen.
      4. Match last activity: The record with the most recent Last Activity Date is chosen.
        Note: this option is only available for objects that support this field. If a duplicate is matched with a different object that does not support this field, the result cannot be guaranteed.
    11. (Optional) the following additional settings can be modified for round robin routers:
    Assign When UnavailableEnabling this will assign duplicate records to members even if their status is “unavailable”.
    Assign When Out Of OfficeEnabling this will assign duplicate records to members even if they are out of office.
    Notification SettingsYou can disable email, mobile, and/or desktop notifications for the router. See Assignment Notifications for more information.
    Distribution ScheduleSelect a distribution schedule to pause the router during non-working hours. See Distribution Schedules for more information.
    Holiday ScheduleSelect a holiday schedule if you want to pause the router on holidays. See Holiday Schedules for more information.
    Notify of Unworked RecordsDesignate one or more email addresses to notify if records go unworked for X minutes. See Unworked Record Notifications for more information.
    Reassign Unworked RecordsReassign records that go unworked for X minutes to a user or queue. See Reassignment for more information.
    Track Response TimeTrack the number of minutes it takes users to respond to leads for reporting purposes. See Tracking Response Time for more information.
    1. Click Save. Note: your router is not active yet–you still need to complete some additional steps before it will assign records.

    Cross-Object Duplicate Mappings

    Some duplicate rules may match records from one object to another object (e.g. Lead to Account matching). In such cases, you must create a Cross-Object Duplicate Mapping. This allows you to specify which user field to look up to on the matching object.

    Follow these steps to create a cross-object duplicate mapping:

    1. Scroll down to the Cross-Object Duplicate Mappings and click the New Mapping button.
    2. Select the Object you’re mapping to.
    3. Select the Assignee Field the lookup should point toimage
    4. Click Save.

    Connect Queue(s)

    Routers assign records from your queues to users. You’ll need to connect at least one queue before you can activate your router. See the Connecting Queue(s) article for step-by-step instructions for creating and connecting queues.

    Add Filters

    Filters can be added to limit which records from your connected queue(s) get assigned. See the Adding Filters article for step-by-step instructions for adding filters.

    Add Members

    You’ll need to add at least one member before you can activate your router. See Adding Members for step-by-step instructions on how to add members.

    When defining auto-sync criteria for members, you’ll see a special filter for Has Kubaru Membership. Selecting this and setting the operator to yes will automatically add every user that’s a member of another router for the same object (e.g. Leads) to your duplicate matching router. This eliminates the need to manually add/remove users from your duplicate matching router.

    Test Your Router

    Click the Test Router button to see what records qualify to be assigned by your router. See Testing Your Router for more information.

    Activate Your Router

    Click the Activate Router button to activate your router. See the Activating Your Router article for more information.

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