Auto Merge
Auto merge feature allows users to perform mass merge operations automatically. When enabled, the app will automatically merge duplicate records based on the strategies you configure, eliminating the need for manual review and merging.
Master Record Definition
The Master Record Strategy determines which record in a duplicate group becomes the master record. The master record is the one that will be kept after merging, and all other duplicate records will be merged into it.
Choose a strategy that best fits your business needs. For example, if you want to keep the most recently updated record, use "Newest Last Modified Date" as a fallback, or "Newest Date" if you have a specific date field that indicates record quality.
| Master Record Strategy | Description | When to Use |
|---|---|---|
| Newest Date | Takes a date field and chooses the record with the newest one. | When you have a date field (e.g., Last Activity Date) that indicates which record is more current or relevant |
| Oldest Date | Takes a date field and chooses the record with the oldest one. | When older records are more valuable (e.g., keeping the original customer record) |
| Flow | Uses a custom flow selected by the user to determine the master record. Learn how to set it up. | For complex business logic that requires custom criteria beyond standard strategies |
| Specified Field Values | Looks for a record with the value you specify based on priority. Accepts blanks. | When you want to prioritize specific field values (e.g., prioritize "Active" status over "Inactive") |
| Most Complete | The record with the most populated field values wins. If multiple records have the same number of populated fields, the last modified record wins. | When data completeness is the priority - keeps the record with the most information |
| Most Attachments | The record with the highest number of related notes, attachments, Google Docs, or files wins. If multiple records have the same number of populated fields, the last modified record wins. | When records with more attachments/files are more valuable (e.g., customer records with more documentation) |
| Maximum Number | Takes a number field and chooses the record with the maximum number. | When a numeric field indicates value (e.g., Revenue, Number of Orders) |
Fallback Strategy
The Fallback Strategy is applied when the primary Master Record Strategy cannot determine a master record (e.g., when all records have the same value, or when the specified criteria don't match any record). This ensures that a master record is always selected, or that the merge is skipped if that's your preference.
Recommendation: Use "Newest Last Modified Date" as a fallback to keep the most recently updated record, which often contains the most current information.
| Fallback Strategy | Description | When to Use |
|---|---|---|
| Newest Last Modified Date | The record with the most recent Last Modified date wins. | Default choice - keeps the most recently updated record |
| Oldest Last Modified Date | The record with the least recent Last Modified date wins. | When you want to preserve the original record |
| Newest Created Date | The record with the most recent Created Date wins. | When creation date is more important than modification date |
| Oldest Created Date | The record with the least recent Created Date wins. | When you want to keep the first created record |
| Do Not Merge | Merge does not happen. | When you want to review duplicates manually if the primary strategy fails |
Field Value Definition
After the master record is selected, you need to decide how to populate each field in the master record. The Field Value Strategy determines how values from duplicate records are combined into the master record.
This is the default strategy applied to all fields. You can override this for specific fields using the Overridden Field Value Strategies section below.
| Field Value Strategy | Description | When to Use |
|---|---|---|
| Take From Master | The master's fields stay untouched. Values from duplicate records are not used. | When master record values should always be preserved (default behavior) |
| Take Any When Master Blank | When the master's field is empty, the most recent non-empty value is assigned. The LastModifiedDate field is used to find the most recent record. | When you want to fill in missing data in the master record from duplicates |
Overridden Field Value Strategies
For specific fields, you can override the default Field Value Strategy with a custom strategy. This allows you to apply different logic to different fields based on your business requirements.
For example, you might want to:
- Use "Most Common" for Industry field (keep the most frequently used value)
- Use "Longest Text" for Description field (keep the most detailed description)
- Use "Newest Date" for Last Activity Date (keep the most recent activity)
| Overridden Field Value Strategy | Description | Best For |
|---|---|---|
| Take From Master | The field's value is taken from the master. | Default - preserve master values |
| Take Any When Master Blank | When the master's field is empty, the most recent non-empty value is assigned. The LastModifiedDate field is used to find the most recent record. | Filling missing data |
| Flow | Uses a custom flow selected by the user to determine the field value. Learn how to set it up. | Complex custom logic |
| Most Common | The value which appears the most times wins. If there are multiple values that appear the same number of times, the last modified record wins. | Fields like Industry, Type, Status |
| Newest Last Modified | The value is taken from the record which was last modified. | Keeping most recent information |
| Oldest Last Modified | The value is taken from the record which is the oldest modified. | Preserving original information |
| Newest Last Created | The value is taken from the record which was last created. | When creation date matters |
| Oldest Last Created | The value is taken from the record which is the oldest created. | Preserving original creation data |
| Maximum Number | The value with the highest number wins. | Revenue, Quantity, Count fields |
| Minimum Number | The value with the lowest number wins. | Price, Cost fields (sometimes) |
| Longest Text | The value with the most characters wins. | Description, Notes, Comments fields |
| Shortest Text | The value with the least characters wins. Empty value is not considered. | Abbreviations, Codes |
| Combine Values | All values are joined together. Duplicates get removed. Empty value is not considered. Semicolon is a delimiter. | Multi-select picklists, Tags |
| True Over False | True is set to the master when there is a record with True value. | Checkbox fields (prefer True) |
| False Over True | False is set to the master when there is a record with False value. | Checkbox fields (prefer False) |
| Newest Date | A date with the most recent value wins. | Date fields (keep latest) |
| Oldest Date | A date with the least recent value wins. | Date fields (keep earliest) |
Consider Blanks
There is a toggle that allows processing of empty values. When it's active, an empty value can be taken as the master; otherwise, empty values are not considered. Applicable for Most Common, Newest Last Modified Date, Oldest Last Modified Date, Newest Created Date, Oldest Created Date strategies.
Related Topics
- Flow Strategy – Use custom Salesforce Flows for advanced merge logic
- Auto Lead Conversion – Similar feature for converting leads to contacts