CleanEnter Help: salesforce.com
CleanEnter is a real-time duplicate detection service embedded in salesforce.com. 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 saleforce.com and when you convert a Lead. New record creation is initiated via the Create New... menu in the salesforce.com sidebar, or any of the New buttons throughout the CRM.
Creating New Records with CleanEnter
When you create a new record, CleanEnter will automatically search salesforce.com 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 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 salesforce.com, 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.
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 Attach to 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 option to Create a New Account.
For converting to a Contact, select the option to Attach to 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 Create a 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 Convert when finished to convert your Lead.
The salesforce.com 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 salesforce.com setup. From the salesforce.com homepage, click Setup in the upper right corner. Under App Setup, expand the Customize tab. Select either Accounts, Contacts, or Leads, and then click Buttons and Links.
From this page, enable CleanEnter by clicking Edit next to the CleanEnter entry. Under Override Properties, select No Override (use default). Click Save to save this change. Repeat this step with all entities.
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 salesforce.com account administrator is responsible for maintaining your CleanEnter account options.
This page allows you to manage the salesforce.com 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 salesforce.com 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 salesforce.com 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 salesforce.com 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 salesforce.com 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.
Frequently Asked Questions
For further assistance, visit our Support Portal at www.activeprime.com/support/.
Interested in more data quality solutions?Interested in more data quality solutions? ActivePrime has developed an array of complementary tools including ActivePrime Search, CleanEnter, CleanCRM, CleanCSV, and CleanImport that are embedded in salesforce.com. ActivePrime Search is a real-time, fuzzy, CRM search solution. CleanEnter is a real-time duplicate detection service. CleanCRM is a batch data de-duping tool. CleanCSV dedupes CSV files of records. CleanImport dedupes CSV files against your CRM records and imports them. Sign up for a free trial through CleanEnter Free Trial.