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Creating a Duplicate Rule - Data Doctor Knowledge Base

Creating a Duplicate Rule

Duplicate rules are the foundation of how Data Doctor identifies potential duplicate records in your Salesforce data. This guide walks you through creating a custom rule tailored to your organization's specific needs.

Rule Creation Process

1

Select an Object

Choose which Salesforce object you want to scan for duplicates. Data Doctor supports any object in your org, including custom objects.

  • Default Rule: You can designate any rule as the default for its object. If it's the only rule for that object, it automatically becomes the default.
  • Object Health Analysis: The default rule is what Data Doctor uses when calculating duplicate metrics in Object Health Analysis.
  • Rule Templates: For common standard objects (like Contacts, Leads, and Accounts), pre-built templates are available to help you get started quickly.
2

Select Fields for Matching & Build Logic

Define how Data Doctor should compare records by selecting fields and configuring match criteria.

For each field, specify:

  • Field: The Salesforce field to compare between records
  • Matching Type: Choose between Exact or Fuzzy matching
    • Exact Match — Values must be identical (case-insensitive)
    • Fuzzy Match — Uses intelligent algorithms to catch near-matches, typos, and variations (e.g., "Jon Smith" matches "John Smith", "ABC Corp" matches "ABC Corporation")
  • Match Blanks: Decide whether empty/null values should be considered a match

Build your logic: Combine field conditions using AND/OR operators. For example: 1 AND 2 or (1 AND 2) OR 3. Nested logic is fully supported for complex matching scenarios.

3

Add Filters

Optional

Narrow down which records are included in the duplicate scan by adding filter conditions. Filter by any field on the object to focus your rule on specific record subsets—for example, only active accounts, records from a certain region, or leads created in the last 90 days.

4

Schedule Rule

Optional

Configure when and how often your rule should run automatically.

Smart Schedule
Let Data Doctor automatically determine the optimal schedule based on your object's size and existing scheduled rules. Ideal for hands-off management.
No Schedule
Run the rule only when triggered manually. Best for one-time scans or rules you want full control over.
Manual Schedule
Set your own frequency (daily, weekly, monthly), preferred day, and time. Perfect when you need scans aligned with your business processes.
Auto-Merge
Enable this option to automatically merge identified duplicates after the rule runs. Auto-merge executes immediately following the scheduled scan, streamlining your data cleanup workflow.
5

Select Display Columns

Choose which fields you want to see when reviewing and comparing duplicate records. This helps you quickly assess matches and make informed merge decisions.

Fields used in your matching logic are automatically added as display columns by default. You can add additional fields to provide more context during review.

Tip: Start with a conservative rule using exact matching on key fields, then refine by adding fuzzy matching or adjusting logic based on the duplicates you find. You can always edit your rule later.

What's Next?

Once your rule is created, you can run it immediately or wait for its scheduled execution. Review identified duplicates in the Duplicate Manager, where you can merge records individually or in bulk.

Need Help? If you're unsure which fields or matching types to use for your specific data, contact our support team for guidance on building effective duplicate rules.