CleanEnter Help: Oracle CRM On Demand
CleanEnter is a real-time duplicate detection service embedded in Oracle CRM On Demand. It searches your records and helps prevent the creation of duplicate records during manual entry. CleanEnter utilizes the powerful Fuzzy matching algorithms that ActivePrime's tools are known for. CleanEnter easily identifies nicknames, misspellings, phonetic variations, international characters, and searches within a field, allowing for efficient identification of existing Accounts, Contacts, and Leads.
CleanEnter is automatically launched whenever you create a new Account, Contact, or Lead in Oracle CRM On Demand. New record creation is initiated via the Create New... menu in the Oracle CRM On Demand action bar, or any of the New buttons throughout the CRM. CleanEnter is also launched when you convert a Lead, and when you associate select records with each other.
Creating New Records with CleanEnter
When you create a new record, CleanEnter will automatically search Oracle CRM On Demand for potential duplicates. You can use the results to decide whether to use an existing record or to create a new record.
Searching for Potential Duplicates
To use CleanEnter, enter the search terms for the new record that you want to create and click Search.
You can type in a variation of the term for the search field, the full term, or a portion of the term. CleanEnter uses inexact or fuzzy matching to identify potential duplicates within records. Please note that search terms with less than three characters may return undesirably broad results.
Understanding Your Results
CleanEnter will search your records for potential duplicates and the results will be displayed on screen. Each search result will have a match score indicating how close of a match it is to your original search term. You can sort the matches by clicking on any column header in the results.
If you identify an existing record that you would like to use, click Use to open the record's detail page in Oracle CRM On Demand. From here you can review or update the existing record.
If there are no suitable matches and you would like to create a new record, click Create at the bottom of the CleanEnter page. This will redirect you to the new record creation page in Oracle CRM On Demand, where you can enter details and save your new record.
In the search results, click View next to any record to see detailed information. Click Go Back to return to the search results list.
Record Association with CleanEnter
CleanEnter can search Oracle CRM On Demand for potential matches when associating records among Accounts, Contacts, Leads, and related information.
Submit a request through the ActivePrime Support Portal to enable this feature.
Searching for Records
CleanEnter is available to perform enhanced record association for the following records and their related fields:
In Oracle CRM On Demand, you can associate records with each other by clicking the search icon (spyglass) in the related field. This will automatically launch CleanEnter, which can search for records based on your search terms. This functionality can be launched from a record's Detail, Edit, or Create New page.
In the Associate window, enter your search terms and click Search. You can type in a variation of the term for the search field, the full term, or a portion of the term. Please note that search terms with less than three characters may return undesirably broad results.
Understanding Your Results
CleanEnter will search your records for potential matches and the results will be displayed. If you identify an existing record that you would like to use, click Use to associate it with your original record.
In the search results, click View to open the record's detailed page in Oracle CRM On Demand.
If there are no suitable matches and you would like to create a new record, click Create New Record at the bottom of the Associate window to create a new record for the association.
Lead Conversion with CleanEnter
CleanEnter will also check your existing records for potential duplicates during Lead Conversion.
When you click Convert from a Lead detail page, CleanEnter will cross-check against existing accounts and contacts before converting the lead. Potential matches will be listed on screen.
For converting to an Account, select the option to Use Existing Account to associate the lead conversion with an existing record. Click Use to select a record from the list of Potential Account Matches. You can click View next to any record to see more information. You can refine the list of potential matches by revising your search terms and clicking Search. If there are no suitable matches, you can select the options to Auto-create New Account or Do Not Convert to Account.
For converting to a Contact, select the option to Use Existing Contact to associate the lead conversion with an existing record. Click Use to select a record from the list of Potential Contact Matches. You can click View next to any record to see more information. You can refine the list of potential matches by revising your search terms and clicking Search. If there are no suitable matches, you can select the option to Auto-create New Contact.
**Please note that when choosing to Attach to Existing Contact, the Account association will be influenced by the selected Contact. If the Contact is already associated with an Account, then the converted record will remain associated with that Account. If the Contact does not have an associated Account, then the converted record will be associated with the Account that you select during Lead Conversion.
You can also create a new Opportunity at the bottom of the Lead Conversion page.
Click Save when finished to convert your Lead.
CE+ adds a D&B integration into the CleanEnter interface. CE+ enables you to search your CRM data alongside D&B data. You can also create new records with D&B data directly from the CleanEnter interface.
When you search for Accounts using CleanEnter, CleanEnter will also perform a search in D&B. The D&B search results will be displayed underneath the CRM search results.
For any CRM search results that are returned, you can click to View or Use the record.
For any D&B search results that are returned, you can click to View the record. Click Add to import the record into your CRM with all the D&B data that you choose.
If there are no suitable CRM or D&B matches and you would like to create a new record, click Create at the bottom of the CleanEnter page. This will redirect you to the new record creation page, where you can enter details and save your new record.
The Oracle CRM On Demand account administrator is responsible for maintaining your CleanEnter account options. Administrators can enable CleanEnter setup, manage users, and configure settings.
CleanEnter is enabled through the Oracle CRM On Demand setup. From the Oracle CRM On Demand homepage, click My Setup in the upper right corner. Under Layout Personalization, click Personal Layout. Next, under Personal Action Bar Layout, click Action Bar Layout.
From this page, enable CleanEnter by moving ActivePrime from the list of Available Sections to the Displayed Sections. Click Save to save this change.
For more information, see this instructional video.
User management options can be accessed by clicking About at the top of the CleanEnter window, and then clicking Manage Users. Your Oracle CRM On Demand account administrator is responsible for maintaining your CleanEnter account options.
This page allows you to manage the Oracle CRM On Demand users who are able to use CleanEnter. To enable a user, check the AP Enabled box next to that user's name. To disable a user, uncheck this box. You can add additional Admin users by checking the AP Admin box. You can only enable as many CleanEnter users as the number of CleanEnter licenses you have in your subscription.
Any new users of your Oracle CRM On Demand account will appear on this list and can be enabled at any time, provided that you have enough user licenses enabled.
For long lists of users, you may need to search for users. You can use the column filters to search for users. Enter your filter criteria and click Apply Filter to refine the list of users on display. You can also press Ctrl+F to find users.
Above CRM Status, you can select for active, inactive, or all users.
Role, Region, and Sub-Region have case-insensitive search fields. For example, enter "admin" above Role to search for your company's Administrators.
After updating users, you must click Save to save your changes. Clicking Apply Filter to search for users will discard any unsaved changes on screen.
For more information, see this instructional video.
Administrators can configure CleanEnter settings by clicking About at the top of the CleanEnter window, and then clicking Configure. The CRM On Demand account administrator is responsible for maintaining CleanEnter settings and configurations.
The Main tab allows you to configure overall CleanEnter settings. Use this tab to update the CRM On Demand administrator's user account information. If the password or username for the adminstrator's account changes, please update it here so that CleanEnter can continue accessing your data. On this tab, you can also set the Display Limit for how many search results will be displayed on screen. The Everyone Can View Details checkbox controls whether non-admin CleanEnter users can view detailed information for the records owned by other users. Be sure to Save any changes made on this tab.
The Account, Contact, and Lead tabs allow you to configure the CleanEnter display settings for Accounts, Contacts, and Leads. You can add, remove, and reorder the Search Fields and Results View List fields that are displayed in CleanEnter. You can also choose which fields are required search fields for each entity. The Detail View fields can be fully customized on this tab, including fields displayed, position, and header information. Finally, you can also Map the Database Field names to Display Labels on this tab by selecting a field and customizing the display label for the field. Be sure to Save any changes made on this tab.
**Please note that if Search Fields are changed, CleanEnter and ActivePrime Search will be unavailable while re-indexing. Please only make changes during off hours.
The Lead Conversion tab allows you to configure the CleanEnter Lead Conversion settings. Check Auto Search to set whether to use CleanEnter to automatically search for potential duplicate Accounts and Contacts during Lead Conversion. If Auto Search is turned off, users can still search for records manually through the standard CRM On Demand Lead Conversion process. On this tab, you can also add, remove, and reorder the Account Fields and Contact Fields that are displayed in CleanEnter's Lead Conversion search window. Be sure to Save any changes made on this tab.
The Associate tab allows you to configure the CleanEnter Associate settings. You can add, remove, and reorder the Account, Contact, and Lead fields displayed in CleanEnter's Associate Records search window. Be sure to Save any changes made on this tab.
Frequently Asked Questions
Visit the CleanEnter FAQs for answers to your questions about CleanEnter.
For further assistance, visit our Support Portal at www.activeprime.com/support/.
Interested in more data quality solutions?
ActivePrime has developed an array of complementary tools including ActivePrime Search, CleanEnter, CleanCRM, CleanVerify, CleanCSV, and CleanImport that are embedded in Oracle CRM On Demand. ActivePrime Search is a real-time, fuzzy, CRM search solution. CleanEnter is a real-time duplicate detection service. CleanCRM a batch data de-duping tool. CleanVerify is a real-time address, phone, and email verification service. CleanCSV dedupes CSV files of records. CleanImport dedupes CSV files against your CRM records and imports them. To learn more about these products, visit www.activeprime.com/learn/oraclecrmod/. Sign up for a free trial through Clean Enter FreeTrial.