Widgets

1. Duplicate Detection Tool

The Duplicate Detection Tool locates duplicate records. Leads, Accounts, and Contacts are the core master data in a CRM. Unique identification often relies on multiple attributes that vary by industry. To prevent duplicate records caused by user entry, you need tailored, compound rules.

For example, an Account named “Beijing FenYang Technology Co., Ltd.” might be entered as “Beijing FenYang”, “FenYang Technology”, or even as the product name “ShareCRM”. That creates multiple records for the same organization. To maintain data accuracy and uniqueness, users can run the Duplicate Detection Tool when creating or searching records to find potential duplicates, then claim records or use Chats to contact the record owner or system administrator.

Acting as the organization’s data steward, the Duplicate Detection Tool enforces prevention and cleanup: detect duplicates before entry, during operations, and clean up afterward. This avoids multiple salespeople following the same Account, and helps managers manage and allocate sales resources.

• Duplicate rule configuration: Determine when a user’s entry matches existing system data (i.e., is a duplicate) by configuring duplicate rules in the admin backend. Details:

  查重设置 Leads, Accounts, and Contacts are the CRM’s master data carriers. Unique identification varies by industry; to exclude duplicates caused by manual input, you need tailored compound rules. -Create duplicate rule Used when creating a record manually to check duplicates based on this rule. -Enable duplicate check on create: If enabled, when creating a record the system will match existing records (including deleted/voided records) based on the duplicate rule. If duplicates are found, the user is warned but may still proceed. -Supported objects for create-duplicate check: Account, Contact, Leads. -Duplicate logic: Match based on system default fields for the object. You can combine fields for exact or fuzzy matching. For example, if an Account’s “Account Name” partially duplicates and “Phone” exactly matches, consider it a duplicate Account. -Duplicate result display: Configure which fields show when duplicates are found. Since duplicate results may contain data the checker lacks access to, you can control displayed fields after detection to protect data access and prevent misuse. -Duplicate Tool Configure the logic used by the “Duplicate Tool” when searching for duplicates. -Enable Duplicate Tool: If at least one of the three supported objects is enabled, the “Duplicate Tool” appears on My Workbench - Home and allows record searches. -Supported objects: Account, Contact, Leads. -Duplicate logic: Match based on system default fields for the object. You can combine fields for exact or fuzzy matching. Example: Account “Account Name” partial match + exact “Phone” => duplicate Account. -Duplicate result display: Configure visible fields after matching to ensure data security. -Opportunity duplication -To prevent multiple salespeople working the same deal for the same Account, enable “Prevent creating duplicate Opportunity names under the same Account”.

• Scope: All records, including deleted/voided records.

• Three duplicate detection modes:
  • Create-duplicate: Check duplicates when saving a newly created record according to configured rules.
  • Duplicate Tool: Search duplicates via keywords.
  • Combined detection: From creation or Duplicate Tool, Leads can check against Accounts and Contacts; Accounts can check against Leads; Contacts can check against Leads.

• Access point: CRM Workbench - Home. Supported objects: Account, Contact, Leads. If none of the three have the Duplicate Tool enabled, the entry is hidden.

• Permissions
  • Functional permissions: Controlled by Role permissions.
  • Data scope: Duplicate checks scan all system data, including deleted/voided records.

• Actions available after finding duplicates:

  • Account:
    • Claim: If the duplicate Account resides in an Account Pool, is unclaimed, and the user has claim permission, the user can claim it.
    • View details: If the user has data access and view permission, they can open the Account details.
    • Contact owner via Chats: If the user lacks data/view permission, they can use Chats to contact the Account owner.
    • Contact admin via Chats: If the Account has no owner and is a non-pool Account, or if it’s deleted/voided, the user can contact an administrator via Chats.
  • Contact:
    • View details: If the user belongs to the Sales Team associated with the duplicate Contact, they can view details.
    • Contact via Chats: If the user is not in the Sales Team and the Contact has an owner, they can use Chats to contact the owner. If there’s no owner or the record is deleted/voided, they can contact an administrator.
  • Leads:
    • View details: If the user belongs to the Sales Team associated with the duplicate Lead, they can view details.
    • Contact via Chats: If the user is not in the Sales Team and the Lead has an owner, use Chats to contact the owner. If there’s no owner and the Lead is not in the Lead Pool or is deleted/voided, contact an administrator.
    • Claim: If the duplicate Lead has no owner and is in the Lead Pool, a user with claim permission may claim it.
• Notes:
  • When the Duplicate Tool suggests contacting an admin, list all CRM administrators so the user can choose whom to contact.
  • The Duplicate result page’s “Contact Owner via Chats” button appears only if the displayed fields include the “Owner” field; otherwise it does not show.

2. Cleansing Tool

Leads, Accounts, and Contacts are foundational CRM data. To keep the system accurate and useful, the Cleansing Tool merges records that are identified as duplicates. The system can automatically batch-detect duplicates for Accounts, Contacts, and Leads using built-in rules, group similar records, and let users merge groups based on detection results.

• Scope: All records, including deleted/voided records.

• Built-in scanning rules:
  • Account rules: (Account Name AND Phone) OR (Account Name AND Address) OR (Website AND Phone) OR (Website AND Address)
  • Contact rules: (Name AND Account Name AND Phone) OR (Name AND Account Name AND Mobile)
  • Leads rules: (Name AND Phone AND Company Name) OR (Name AND Mobile AND Company Name)
• Post-scan actions:
  • After cleansing runs, the user receives a CRM notification.
  • Duplicate groups are displayed; users may merge records in each group.
• Data merge:
  • Supported objects to merge: Account, Contact
  • Steps:
    1. Select the records to merge.
    2. Choose the target record to keep after merging.
    3. For fields with differing values, choose which value to retain. For identical values, no selection is needed. For multi-value fields (e.g., Contact phone numbers, notes), multiple selections are allowed.
    4. Select whether to merge related child records into the target.
    5. Confirm merge; merged source records become voided.
  • Additional merge rules: Account Pool Accounts cannot be merged with non-pool Accounts; they can only merge with Accounts from the same Account Pool. You can merge up to 3 records at once.

3. Import Tool

• Use the Import Tool for very large imports (more than 1,000 records at once) to improve efficiency.

• A new import supports up to 300,000 records. Large imports run asynchronously in the background; the system notifies designated people when the import completes.

• Update imports support up to 1,000 records and will trigger workflows configured with the “update-trigger” condition.

• Entry points: CRM Home or the Import guide on each object list page.

• Import steps:
  1. Select the target object.
  2. Choose import type: Create or Update.
  3. Download the import template and upload the prepared file. Do not modify the template headers unless necessary—the template is generated from the object’s field configuration.
  4. Notification settings: Imports run asynchronously. After upload, the system processes the import in the background and sends a Chats notification to designated users when finished so they can verify the results.
• Import records:
  • All upload/import jobs are shown centrally. You can view progress and results. If some records fail, download the result file which flags failed rows and reasons. Correct the errors and re-upload those rows.
• Business notes:
  • When importing records associated with an Account, the system updates the Account’s Last Activity Time, Last Closed Time, and recalculates Account Pool vs. non-pool reclaim timing.
  • Update imports will trigger workflows configured to run on updates.
• System default import duplicate handling:
  • Import duplicate logic follows system preset and custom uniqueness rules. If no rules exist, no duplicate checking occurs.

• Products import special notes

  • For products with variants: add the variant definition in the “Specification Settings” column using the English vertical bar “

    ” as a separator. For example, a phone with variants “Capacity” and “Color”: set “Specification Settings” to “Capacity

    Color” and add two columns named “Capacity” and “Color” with corresponding values.

    • If a product has multiple specifications, keep “Product Name”, “Category”, “Unit”, “Product Line”, “Status”, “Notes”, and “Specification Settings” identical across variant rows; variant values within Specification Settings must not duplicate.
  • For products without variants: Product Name must be unique.

picture coming soon: