DemandTools 1.70.43
Getting Started
DemandTools 1.70.43 Getting Started |
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GETTING STARTED USING DEMANDTOOLS 1.7
***NEW FEATURES IN THIS RELEASE***
1. New Deduplication Capabilities within the Single Table Deduplicator
- Capable of deduplicating any Salesforce.com / AppExchange object including custom objects
- Many new matching tools have been added including country match, phone number matching, relaxed address matching to name just a few
- New custom rules engine allows for end user creation of rules, no limitations to just oldest or newest or most recently modified
- Ability to "combine" boolean fields ("True always wins") along with multi-selects and long area text fields
- The Single Table Deduper can also be used in 100% manual or 100% automatic scheduled mode for unattended deduping
NOTE: SCHEDULED PROCESSES SHOULD ONLY BE RUN BY ADVANCED DEMANDTOOLS USERS AND SHOULD ONLY BE USED WITH VERY RIGID CRITERIA WHERE THERE IS 100% THAT ALL RECORDS ARE DUPLICATES.
2. Also included in DemandTools 1.7 are a wide variety of other improvements and additions including:
- Upgraded to the Microsoft 2.0 .NET framework for stability, compatibility and added capabilities
- New auto login so password doesn't have to be entered each time (stored securely locally). Used for scheduling too
- Custom timeout settings to allow for stronger connections to the data center
- MassEffect now imports AND exports XLS, CSV, MDB and DBF data formats maintaining full UTF8 compatibility
- MassEffect constanting allows for insertion or update of fields not in the source data file
- MassEffect AutoMapping saves time in dragging and dropping when the external data source matches the salesforce.com field name or label
- MassEffect option to perform updates only when a field is blank
- MassEffect has the new capability of merging multiselect fields. Now you can have a loaded multiselect in salesforce and add additional selections to
the existing list without overwriting the existing value
- MassEffect Insert now creates an output file (XLS, CSV, MDB or DBF) with all your input fields PLUS the newly created SF Id's - no more cutting and
pasting the new id's back into your input spreadsheet!
- Lead2Contact can now create tasks for the contact owner
- Discover modules (FindID’s) now allow for a “No MATCH” mapping type, allows for any field (in addition) to the ID to be returned from salesforce.com
- MassLeadConvert now has better task options
- MassBackup can now be scheduled and has a new progress bar, enhanced logging, and added code for stability
1. Please install Microsoft .NET Framework Version 2.0 Redistributable Package (x86) prior to installation of DemandTools 1.7. If you do not currently have this installed on your computer, the DemandTools installation wizard will automatically provide the link for download.
2. Network Settings: In most cases no network settings have to be adjusted in order to use the DemandTools on your local computer. If you do have problems logging into the DemandTools (and you can login to salesforce using the same login ID and Password) you should provide the following information to your network administrator.
Communication:
All communication is done to the salesforce servers (salesforce.com) and an initial authentication is done to the CRMfusion authentication servers (crmfusion.com) via SSL on port 443. If you are bypassing salesforce.com on your proxy you will have to bypass crmfusion.com also in order to authenticate.Proxy Settings:
Proxy settings can be accessed by selecting the “Proxy Settings” button on the login screen. These settings are global and will work for your communications to salesforce and to the CRMfusion authentication servers.Session Settings:
Your session settings for salesforce.com must be set to more than 2hrs. To modify this select Setup -> Security Controls -> Session Settings. NEW IN 1.7: In the DemandTools Options menu, set to Relogin Session Time to the same value as you salesforce.com session time.
3. You can install 1.7 over existing versions (should not need to uninstall and re-install).
4. DemandTools will be loaded on your computer under Program Files in your C:/Program Files directory, creating a sub-directory called DemandTools. Sub-directories will be created for the DemandTools Log Files, Restore Files, Scenarios and Master Rules.
5. Login using your salesforce.com user id and pwd. Users must have the System Administrator profile on salesforce.com to use DemandTools. If you have salesforce.com enterprise edition and have modified the default permissions for this profile, make sure that "Modify all data" is still selected.
***IMPORTANT NOTES ABOUT MERGING***
General Duping Guidelines:
1. Run dupes in the proper order. Ensures most information retained during merging with the least amount of time and effort expended by the CRM Admin.
-Recommended Order
Account; Contact; Lead; Lead to Contact; Lead to Account; Opportunity (and other sub-objects); Custom Objects
2. Use a 3 or more pass strategy for identifying dupes
-Start with very rigid criteria
-Loosen criteria with each pass
-STD comes with pre-built scenarios for primary objects - These are just a starting point, NEED REVIEW AND USER MODIFICATION TO SPECIFIC CUSTOMER NEEDS.
3. Objects owned by inactive users
In PRE-1.7 versions of DemandTools, Contacts, Opportunities, Leads, and Cases would only be merged if they were owned by an Active user. For example, if an opportunity within an Account that is being merged into a master Account was owned by an Inactive User, the Opportunity would NOT be merged to the master account (would have reported an error in the log). The workaround was to first change the ownership of the object to an active user, and then run the merge.
In this release, we have added the ability to merge objects owned by inactive users, and KEEP THE OWNERSHIP HISTORY. In step#3 Merge Control, you can select the “Keep Ownership” option under “Inactive Ownership Exceptions”. This will re-activate the inactive user just long enough to transfer the object to the master, and then de-activate the user once again. YOU WILL NEED A SPARE SF LICENSE TO USE THIS OPTION. You also have the option to change the ownership of these objects to the Master Owner, and/or the Current User.
Tasks and Events that are owned by inactive users will be moved in the deduplication process.
4. Archived completed activities
Completed Activities (Tasks and Events) will only be moved if they are less than a year old. Salesforce.com will "Archive" activities older than a year and they are not accessible via the API, and hence, the DemandTools.
You can request from salesforce.com that only activities older than 3 years be archived so you will be able to move tasks and events less than 3 years old. You will need to contact salesforce.com technical support to have this done.
The process to do this as follows:
1. Create a case with salesforce.com with a subject of "Unarchive Activity Request".
2. In the body of the message specify:
- the justification for this request
- how many years you'd like your activities to remain active (unarchived)
- if the previously archived records should be unarchived as well
3. The request must be made by a user with the System Administrator profile on the Account.All requests for archive date changes are evaluated individually and implementation of the request is not guaranteed. Possible ramifications of changes to the archive period include a possible performance impact on activity related reports and list views for the specific organization. Unarchiving activites will also increase your storage usage.
Many customers choose to change the archive period temporarily (i.e. 30 days) then run their first round of de-duplication. Going forward running"maintenance" dupes (i.e. weekly, monthly etc.), select the "oldest record" as the master. This assumes that all new duplicates will have been created by recently added records that would not have any activities greater than one year old.
5. In order for objects that have to be cloned vs. reparented to retain the proper CreatedDate and CreatedByID field values, you need to create a case with salesforce.com to allow you to modify system fields.
There is a feature in salesforce.com called "Modifiable System Fields" and is only available when you are creating new records (cannot be used when updating existing records).
The process to do this is as follows:
1. Create a case with Salesforce.com with a subject of "Modifiable System Fields Request"
2. In the body of the message specify the justification for this request. Include as MUCH DETAIL as possible. (i.e. migrating from a legacy system and
wanting to keep the integrity of the original data, merging data using DT ).
3. The request must be made by a user with the System Administrator profile on the Account.All requests for are evaluated individually and implementation of the request is not guaranteed.
1. Single Table De-dupe
-Contact De-Duping: Self-Service Users
When a servant contact is merged into a master contact and the servant contains a self service user the SSU will be inactivated on the servant contact and will be recreated on the master contact. You will lose all login information for the SSU and will have to send the user a new password as this is not moved in the creation of the SSU.
Additionally, if the servant was also a "Super User" you will need to manually re-activate this status on the master contact.
-Contact De-Duping: Campaign Members Status Dates
When duping contacts and opt'ing to use the "Duplicate Campaign Exception - Use Most Recent", if the most recent record is on the slave, when it is cloned to the master the "Last Modified Date" (which is also the status date) will become the date of the merge. If the most recent record is on the master, we do not touch the record, so the original date stays intact.
This will happen EVEN if you have had "Modify System Fields" turned on by salesforce.com. The only workaround is to create a custom object to track campaign history. There are some 3rd party vendors that have developed software that does this for you. Search the SF AppExchange for a current list.
-Account De_Duping: Active Contracts
The salesforce.com API does not allow the re-parenting of "Active" contracts. Therefore when duping account records DemandTools CANNOT merge "active" contracts from slave accounts to the selected master account.
As a workaround we have added a master rule for "Most Active Contracts", so you can set the master based on active contracts. When you run your Single Table De-dupe on your accounts you will receive errors if there are still contracts that could not be re-parented. In the log file, it will indicate which slave accounts had active contracts and that it was unable to delete these slave records. You can then select these using salesforce.com's merge feature and merge them one at a time.
-Use Conditions: Owner Role
Using the "Owner Role" in your "Use Conditions" for selecting which objects to check for duplicates will physically convert the Owner Role to the individual user id's.
If you update the members of a Role, you should re-do the "Use Conditions" (clear and re-add) so the correct user id's will be inserted.
2. MassEffect
-Merge multi-Select Option and "Add Constant"
Merge Multi-Select Option DOES NOT work with "Add Constant". If you want to use this feature the new multi-select field must be on your input spreadsheet. We hope to implement this in a future release.
3. Expand/Collapse in Lead to Contact Dupe
The "Expand/Collapse" Button will only expand to the contact level. To see the Account level you will need to click on the '+' next to the appropriate contact record.
1. Logging a Case
If you need to reach CRMFusion technical support you can either email support@crmfusion.com which will automatically log a case on our salesforce.com.
If you have been enabled as a self-service user you can go to our support center at http://www.crmfusion.com/support.html and access our solutions
database to find the answer to your question and/or log a case directly to our salesforce.com.If you need to be enabled as a self-service user, please submit a request by emailing support@crmfusion.com.
NOTE: Be sure to add support@crmfusion.com as a trusted sender on your email server, and ideally make sure that emails can also be received from
salesforce.com.
2. By phone
The best way to reach us is by email or internet; however, if you prefer to contact us by phone you can reach us toll-free at (800) 961-8205.
WE STRIVE TO HAVE ALL ISSUES RESPONDED TO WITHIN A 12 HOUR PERIOD, ALTHOUGH MOST ISSUE ARE RESOLVED SIGNIFICANTLY QUICKER.