Setting up duplicate detection when integrating data between Dynamics CRM and Dynamics ERP

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We’ve seen a few questions come in on the topic of duplicate checking, so wanted to make sure all of you had the info on how this feature is supported with Connector for Microsoft Dynamics.

Before you integrate your Microsoft Dynamics ERP and Microsoft Dynamics CRM, you may have duplicate records between the two applications. For example, if you have entered Daniel Brunner as a contact in Microsoft Dynamics CRM and also as a customer in Microsoft Dynamics AX, you have duplicate records for Daniel Brunner.

Microsoft Dynamics CRM allows users to enter duplicate records, with duplicate keys, for Microsoft Dynamics CRM accounts and contacts. This can cause problems when the integration service tries to integrate the records.

If duplicated records are not identified before you integrate Microsoft Dynamics CRM contacts or accounts with your Microsoft Dynamics ERP customers, you will end with four records for the same person between the two applications.

Set up duplicate detection jobs and rules in Microsoft Dynamics CRM for the account and customer entities to prevent these duplicate record issues.

It’s suggested that you use one of the options listed below that are available in Microsoft Dynamics CRM to keep duplicates from entering the system in the first place. See your Microsoft Dynamics CRM documentation for additional details.

  • Set up Microsoft Dynamics CRM duplicate detection rules In Microsoft Dynamics CRM, set up or modify duplicate detection rules for the entities to integrate. Click Settings > Data Management > Duplicate Detection Rules. The default duplicate detection rules are listed. Use the duplicate detection rules for accounts or contacts using attributes and criteria that make sense for your business rules. Duplicate detection rules in Microsoft Dynamics CRM are based on contact e-mail addresses by default, and the Connector for Microsoft Dynamics maps e-mail addresses based on accounts or customers.
  • Set up Microsoft Dynamics CRM duplicate detection jobs In Microsoft Dynamics CRM, set up duplicate detection jobs for the entities to integrate. Click Settings > Data Management > Duplicate Detection Jobs. Add a job to catch duplicates and notify someone in your organization for each entity to integrate.