Set Up Merge Rules

The Merge Rule Configuration feature in DeDupeD enhances deduplication with intelligent, rule-based logic. It allows users to define conditional filters for both master and subordinate records, giving organizations greater control over merge decisions. Instead of depending solely on system-defined logic, administrators can implement custom business rules using FetchXML syntax to automate whether records should be merged, flagged for review, or denied. Additionally, a configurable fallback merge action ensures consistent outcomes by defining a default action (Merge, Review, or Deny) when no rules are met, preventing duplicates from remaining unprocessed.

To configure Merge Rules, follow the steps below:

• Go to Entity Configuration

• Navigate to Merge Settings

• Drill down to Merge Rule Settings and click on + New Merge Rule

The following fields will be part of the Merge Rule entity:

Name: Give your rule a clear, unique name so you can easily identify it later. Example: “High Priority Contact Merge”.

Action: Choose what should happen if the rule conditions are met:

• Merge – Automatically merge the records.

• Review – Send the records for manual review before merging.

• Deny – Block the records from being merged.

Master Filter Criteria: Add conditions (using FetchXML) to define what the main/master record should look like. Example: “Keep the record where Status = Active.”

Subordinate Filter Criteria: Add conditions (using FetchXML) for the duplicate/subordinate record. You can also compare fields directly with the master record using the format [Master:FieldName].

Example: “Merge only if the subordinate’s Email = [Master:Email].”

Execution Order: Decide the order in which this rule should run. Rules with lower numbers run first. Example: Set 1 for your most important rule, 2 for the next, and so on.

Every created rule will be displayed as below in list format.

Fallback Action: In case no rules match, the fallback action defined in the configuration is applied. This fallback action can be:

• Merge – Automatically merge the subordinate into the master.

• Review – Mark the duplicate pair for manual review.

• Deny – Prevent the merge and exclude the pair from further processing.

The fallback behavior (Merge/Review/Deny) is configurable by the administrator through the system configuration or settings entity.

The user can select the records for merging as given below:

DeDupeD Job Runs:

Once the job run is over, it’s result will be stored in DeDupeD Job Runs as given below:

DeDupeD Job Runs Result:

The Job Results sub-grid will display:

• Name: name of the job run record. This usually takes the name of the master record

• Record URL: URL of the master record

• Duplicate Count: number of total subordinate records

• Merge Count: number of merged subordinate records

• Review Count: number of subordinate records to be reviewed manually

• Deny Count: number of subordinate records that will not be merged

• Merge Rule Status -> Auto-Merged, Review, Denied.

• Merge Status -> Merging, Merged, Partially Merged, Completed, Pending, Failed.

Merging- when the merging process is on going

Merged- when the merging process is finished and all the subordinate records are merged

Partially merged- when the merging process is finished and some of the subordinate records are merged, while the others may be in review/denied/ both

Completed- when the merging process is finished and none of the subordinate records are merged and all the subordinates are in denied

Pending- when the records are in review

Failed- when the merging process is halted mid-way and is not resumed/some error has occurred

Results of respective records are displayed as below:

Result showcase for each record,

• Number of records detected as duplicate records

• Number of records got merged

• Number of records under review

• Number of records got denied

Admin/User can find the selected master record summary in the Master Details tab as given below:

After setting up your merge settings, you'll now have three advanced merge options to choose from: Auto Merge, Field Merge, and Address Merge—each designed to enhance the efficiency of your merging operations.