Ignore blank values and inactive records in duplicate detection

 

Updated: November 29, 2016

Applies To: Dynamics 365 (online), Dynamics 365 (on-premises), Dynamics CRM 2016, Dynamics CRM Online

You can improve data results by creating duplicate detection rules that ignore blank values and inactive records. This will help to refine your results and reduce the amount of erroneous data.

A duplicate detection rule can have more than one rule condition. For example, you can specify that an account is a duplicate of another record if both of the following conditions are satisfied:

  • Account names match in both records.

  • Email IDs match in both records.

However, with this rule, the system flags any two records as duplicates if the account names match and the email IDs are null values. In another example, two records are flagged as duplicates if their email IDs and status match. In this case, all active, and inactive, records that have email IDs equal to null are flagged as duplicates. This may flood a system with a large number of unintended duplicate records. To avoid flagging inactive records and records with null values as duplicates, two new attributes were added, IgnoreBlankValues and ExcludeInactiveRecords.

The following table describes the new attributes.

Entity

Attribute

Type

Description

DuplicateRuleCondition

IgnoreBlankValues

Boolean

Specifies whether to consider blank values as non-duplicate values. The default value of this attribute is false. Set it to true if you do not want the duplicate detection rule to consider null) values as equal. When you upgrade from earlier versions of Microsoft Dynamics 365, this attribute is set to false.

System_CAPS_importantImportant

For a duplicate detection rule with one condition, if you set the attribute value to false, it is treated by the system as a true value.

DuplicateRule

ExcludeInactiveRecords

Boolean

Specifies whether to flag inactive records as duplicates. The default value is false. Set it to true if you do not want inactive records to be flagged as duplicates, even if they meet duplication detection rule criteria. When you upgrade from earlier versions of Microsoft Dynamics 365, this attribute is set to false.

There are entities that have states other than Active and Inactive. If you set the ExcludeInactiveRecords attribute to true, the duplicate detection process will consider matching records only in the Active states or in states that are considered Active.

The following table lists the entity records and the corresponding states.

Entity Record

Considered as Active State

Considered as Inactive State

Appointment

Open, Scheduled

Completed, Canceled

CampaignActivity

Open

Closed, Canceled

CampaignResponse

Open

Completed, Canceled

Contract

Draft, Invoiced, On Hold

Canceled, Expired

ContractDetail

Existing, Renewed

Canceled, Expired

Email

Open

Completed, Canceled

Fax

Open

Completed, Canceled

Incident

Active

Resolved, Canceled, Closed

Invoice

Active

Closed, Paid, Canceled

KbArticle

Draft, Unapproved, Published

N/A

Lead

Open

Qualified, Disqualified

Letter

Open

Completed, Canceled

Opportunity

Open

Won, Lost

PhoneCall

Open

Completed, Canceled

Quote

Draft, Active

Won, Closed

SalesOrder

Active, Submitted, Invoiced

Canceled, Fulfilled

ServiceAppointment

Open, Scheduled

Closed, Canceled

Task

Open

Completed, Canceled

For example, if you set the ExcludeInactiveRecords attribute to true, only active, submitted, and invoiced sales orders will be considered for matching during duplicate detection.

Microsoft Dynamics 365

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