Set Up Related Entity Duplicate Detection in Dynamics 365 CRM

Note: To use the Related Entity Duplicate Detection feature, please delete any existing configurations that contain fuzzy matching conditions and create a new configuration. This ensures that the application functions smoothly and that the related entity duplicate detection rules work as expected.

Detecting Hidden Duplicate Contacts Using Related Account Information

Data duplication in Dynamics 365 CRM doesn’t always occur within a single entity; sometimes it exists across related entities, making it harder to detect with standard duplicate rules.

For example, a sales team may create multiple Contact records that appear different but actually belong to the same person, even though the company name linked to them may be slightly different.

Example

A salesperson creates a new contact:

• Contact Name: Michael Johnson

• Email: [email protected]

• Account: TechVision Ltd.

However, a similar contact already exists in CRM:

• Contact Name: Mike Johnson

• Email: [email protected]

• Account: TechVision Limited

Although the contact names are slightly different and the company names are written differently, both records share the same email address, which strongly indicates that they belong to the same individual.

Standard duplicate detection might miss this situation because it usually checks only the fields within the Contact entity and may not consider the relationship with the Account (Company).

With DeDupeD – Related Entity Duplicate Detection, the system can evaluate Contact fields (like Email) along with fields from the related Account entity (such as Company Name). This helps the system detect potential duplicates even when the company names are written differently, allowing users to review and merge the records with confidence, keeping CRM data clean and accurate.

Step-by-Step Process to Configure Related Entity Duplicate Matching:

Step 1: Create a Duplicate Matching Rule

• Navigate to DeDupeD → Entity Configuration

• Select your entity (e.g., Contact)

• Go to Duplicate Matching Rules

• Click + New Duplicate Matching Rule

• Provide a meaningful name Example: Contact_Related_Account_Name

Step 2: Configure Rule Settings

• Primary Entity → Contact

• Matching Entity → Contact

• Enable Exclude Inactive = Yes (recommended)

This ensures only active, relevant records are evaluated

Step 3: Add Related Entity Field

• Click New Duplicate Matching Condition

• In Primary Entity Field → Select an attribute

• Switch to Related tab

• Expand: Company Name (Account)

• Select: Account Name

This is the breakthrough: You are now matching records based on a lookup’s related field, not just the contact itself.

Step 4: Map Matching Entity Field

Repeat the same selection:

• Matching Entity Field → Account Name (from related Account)

This ensures both sides of comparison use the same logic.

Step 5: Choose Matching Criteria

You can choose any duplicate matching criteria according to your business needs. For example, Set:

• Matching Criteria → Fuzzy

• Accuracy Level → High

• Ignore Blank Values → Yes

Why Fuzzy?

• Handles variations like:

• “ABC Pvt Ltd” vs “ABC Private Limited”

• “Brian Robinson” vs “B. Robinson”

Step 6: Save & Publish Rule

Click Save and Close

• Click Publish

Your rule is now active and ready for detection.

Step 7: Verify Published Rule

• Navigate back to Entity Configuration

• Confirm:

• Rule appears under Published Rules

• Status = Published

For further queries, reach out to us at [email protected]