Data Needs Consolidation
The University’s CRM is TargetX, which runs on the Salesforce platform. The total record count across all objects in Salesforce is 225.000. Of that, Accounts (56.000) and Contacts (27.000) are currently being checked on duplicates. Having duplicates in the system impacts the recruitment process negatively. “It would result in the same applicant receiving the same communication more than once. That is not a good thing to happen, of course.” The CRM receives data from a number of locations: recruitment events, the student records, and from other recruitment- related databases. “Records come in from various sources, including manual inputs and API imports. Data related to one single person may be present in more than one of these sources and needs consolidation”, says Dawes.
In the past the University used another solution to check for copies, which originally came bundled with the recruitment CRM. “But the product’s supplier recently changed the licensing terms, which would have resulted in a significant increase in our costs”, Dawes explains. “We searched for an alternative, and found Duplicate Check. It is integrated into our student recruitment CRM, and we use the solution to eliminate duplicate student, family and teachers contact records.”
Duplicate Check: easy setup and smooth integration
A big plus of Duplicate Check for the University was the simple installation process. "We found the setup very easy to execute and overall it integrates much better into our CRM software than its predecessor", Dawes explains. Due to the Duplicate Check being a 100% native Salesforce app, the user experience is a lot cleaner than the previous solution. "The export and import functionality in the configuration provides for a very straightforward way to replicate all our initial settings straight into the live environment. Within seconds, our users can easily run manual duplicate checks with various rules applied to them."
Duplicate Check has now been integrated into the processes that upload data. Other than that, the University initiates periodic manual scans to identify duplicate contacts. "We are also able to use Duplicate Check to identify duplicate records from the other systems, to help us better maintain those data sources", Dawes says. "In the future, we want to enable automatic merges for duplicate records. This will further reduce our workload on duplicate checking."
Experience Duplicate Check