Data Management Tools

I. Deduplication Tool

The Deduplication Tool identifies duplicate records in the system. As core data entities in CRM, Leads, Accounts, and Contacts often require multi-dimensional identification criteria across industries. Customized complex rules are necessary to eliminate duplicates caused by manual operations.

For example, an account named “Beijing ShareCRM Technology Co., Ltd.” might be entered as “Beijing ShareCRM” or “ShareCRM Technology” by different users. Some may even input the product name “ShareCRM” directly, resulting in multiple entries for the same account. To ensure data accuracy and uniqueness, users can leverage the Deduplication Tool when creating new records or searching for existing ones, then either claim the record or contact its owner/system administrator via Chats.

As the “data custodian,” this tool prevents multiple sales reps from pursuing the same account through proactive deduplication, real-time checks, and post-entry cleansing, enabling better resource allocation for sales managers.

• Deduplication Rule Configuration:
  Administrators can configure rules to identify duplicates in the backend:

  ``` Deduplication Settings As core CRM data entities, Leads, Accounts and Contacts require customized complex rules for accurate duplicate identification.

  • New Record Deduplication Applies when manually creating new records.
    • Enable New Record Check: When enabled, the system matches new records against existing ones (including voided data) based on configured rules. Users receive duplicate alerts but may proceed.
    • Supported Objects: Accounts, Contacts, and Leads.
    • Matching Logic: Combines exact/fuzzy matching across system fields. Example: Partial “Account Name” match + exact “Phone” match = duplicate account.
    • Result Display: Configurable visible fields maintain data security when users lack full permissions.
  • Deduplication Tool Governs standalone duplicate searches via the tool interface.
    • Enable Tool: Requires at least one object enabled to display the “Deduplication Tool” in the CRM dashboard.
    • Supported Objects: Accounts, Contacts, and Leads.
    • Matching Logic: Same as above.
    • Result Display: Same as above.
  • Opportunity Deduplication Prevents duplicate opportunities for the same account/project by enabling “Block duplicate Opportunity names per Account”. ```

• Scope: All records including voided data.

• Three Deduplication Methods:
  • New Record Check: Triggers during record creation.
  • Deduplication Tool: Keyword-based searches.
  • Cross-Object Check:
    • Leads can cross-check Accounts/Contacts
    • Accounts can cross-check Leads
    • Contacts can cross-check Leads

• Access Point: CRM Dashboard > Home (visible only when at least one object has the tool enabled).

• Permissions:
  • Functional: Controlled by Role settings
  • Data: Full system access including voided records
• Duplicate Handling:
  • Accounts:
    • Claim: Available for unclaimed Account Pool records with claim permissions
    • View Details: Requires data/view permissions
    • Chat with Owner: When lacking permissions
    • Chat with Admin: For ownerless/non-pool accounts or voided records
  • Contacts:
    • View Details: Available to users in the contact’s sales team
    • Chat: Contact owner if not in team; admins if no owner/voided
  • Leads:
    • View Details: Available to users in the lead’s sales team
    • Chat: Contact owner if not in team; admins if no owner/voided/not in Lead Pool
    • Claim: Available for Lead Pool records with claim permissions
• Notes:
  • When contacting admins about accounts, all CRM admins are listed for selection.
  • The “Chat with Owner” button only appears if “Owner” is included in displayed fields.

II. Data Cleansing Tool

This tool merges identified duplicates among Leads, Accounts, and Contacts to maintain CRM data integrity. The system automatically groups similar records using predefined rules for batch processing.

• Scope: All records including voided data.
• Preset Cleansing Rules:
  • Accounts:
    (Account Name AND Phone) OR (Account Name AND Address) OR (Website AND Phone) OR (Website AND Address)
  • Contacts:
    (Name AND Account Name AND Phone) OR (Name AND Account Name AND Mobile)
  • Leads:
    (Name AND Phone AND Company) OR (Name AND Mobile AND Company)
• Post-Cleansing Actions:
  • Users receive CRM notifications upon completion
  • Grouped duplicates are presented for merging
• Merging Process:
  • Supported Objects: Accounts, Contacts
  • Steps:
    1. Select records to merge
    2. Designate target record (retained post-merge)
    3. Resolve conflicting field values (multi-select for multi-value fields like phone numbers)
    4. Choose whether to merge related records
    5. Confirm merge (source records become voided)
  • Rules:
    • Account Pool records can only merge within the same pool
    • Maximum 3 records per merge operation

III. Import Tool

Designed for bulk data imports (1,000+ records), this asynchronous tool processes data in the background and notifies users upon completion.

• Capacity:
  • New Imports: Up to 300,000 records
  • Update Imports: Up to 1,000 records (triggers update-based workflows)

• Access Points: CRM Homepage or object list import prompts

• Import Process:
  1. Select target object
  2. Choose import type (New or Update)
  3. Download/upload template (recommend keeping original headers)
  4. Configure notifications (Chat alerts upon completion)
• Import Records:
  • Centralized log showing progress/results
  • Download error reports with correction guidance
• Business Rules:
  • Account-related imports update: Last Contact Date, Last Deal Date, Account Pool status
  • Update imports trigger corresponding workflows
• Deduplication During Import: System applies predefined uniqueness rules during imports:

• Product Import Notes:
  • Spec-Based Products:
    Use pipe “|” in “Spec Settings” column (e.g., “Capacity|Color”), with additional columns for each spec value. Maintain identical core fields (Name, Category, Unit, etc.) while keeping spec values unique.
  • Non-Spec Products:
    Product names must be unique.

picture coming soon: