View and Duplicate Leads

If a lead created or edited by the YM Careers integration is a potential duplicate with other leads or with existing accounts, Nimble AMS identifies these duplicates. You should manage these duplicate leads differently than the ordinary process for converting a lead to a new account.

The information on this page assumes that your association is using a custom duplicate rule.

View Duplicate Leads

Since a lead can represent an individual or a business, it can potentially duplicate:

• Another lead
• A person account
• A business account

If your administrator created the duplicate rule, it tracks if a lead record is created or edited such that it potentially duplicates an existing lead or account. 

You can view potential duplicates from a lead report or directly from a lead record. 

View Duplicates from a Lead Report

To view a report of potential duplicate leads:

1. Go to the Reports tab.
2. Open the Leads (Nimble AMS) report folder.
3. Open the All Leads with Duplicate Record Items report.

Each row in the report is a duplicate record item, a child record of a duplicate record set. These records exist primarily for the purpose of reporting on potential duplicates. Learn more about Managing Duplicates with Duplicate Record Sets (external).

By default, the duplicate rule creates a duplicate record item in either of the following situations:

• A new lead is created by the YM Careers integration with field values that indicate it's a potential duplicate with an existing lead, person account, or business account.

• An existing lead's field values are edited by the YM Careers integration in such a way that it's now a potential duplicate with an existing lead, person account, or business account.

View Duplicates from a Lead Record

Unless an administrator has modified the default lead record page, you can view potential duplicates from a lead record:

1. Open a lead record. If the lead has potential duplicates, a component in the right sidebar informs you.

2. In the component in the right sidebar, click View Duplicates. Any potential duplicate leads, business accounts, and/or person accounts are displayed.

Manage Duplicate Leads

Managing duplicate leads involves record merging and/or lead conversion. Once you've determined that a lead duplicates an existing record, there are different ways to manage this, depending on which object the lead is a duplicate of, a lead or an account. If the lead duplicates an account, there are also different approaches to take if the lead contains new/updated data you want to retain.

Record merging and lead conversion are generally better ways to manage duplicate leads, rather than simply deleting the lead, because they retain history of the lead having existed.

Lead merging and conversion also help transfer important information from the lead, and a converted lead conveniently redirects staff to the record it was converted to. Learn more about what happens during conversion by reading Considerations for Converting Leads (external).

Manage Leads that Duplicate Existing Leads

If a lead is a duplicate of an existing lead, you can merge the two leads together while choosing what field values you want to keep from each record.

Learn how to Merge Duplicate Leads (external) and read Things to Know About Merging Duplicate Leads (external). 

Manage Leads that Duplicate Existing Accounts

If a lead is a duplicate of an existing account—either a person or business—the action you should take depends on whether or not the lead contains new/updated field values.

• If the lead does not provide any new or updated field values about the existing account, you should convert the lead to that existing account. Follow the steps to Convert Qualified Leads (external), ensuring you select an existing account.

  

  If you want to convert to an existing person account, you must clear the value of the lead's Company prior to conversion.

  Conversely, if you want to convert to an existing business account, you must have a value in the lead's Company prior to conversion.

• If the lead does provide new or updated field values about the account, rather than convert it to the existing account, you should first convert the lead to a new account and then merge the new account with the existing account. Specifically:

  1. First, convert the lead to a new account. 

  2. Next, merge the accounts together:
     1. For person accounts, follow the steps to Merge Person Accounts, selecting the existing person account record as the Master Record.

     2. For business accounts, follow the steps to Merge Duplicate Accounts (external), selecting the existing business account record as the Master Record.

        

        On the Merge Duplicate Accounts (external) page, it mentions you can use the same tool to merge person accounts. This is only true if the person accounts do not have associated user records. If you are merging person accounts, we recommend following the Merge Duplicate Person Accounts steps since it can handle all person accounts, regardless of whether they have an associated Community Hub user record or not.

If a lead field is mapped to an account field in the lead conversion field mapping, and the existing account's field is blank while the corresponding lead field has a value, then lead conversion will populate that account field. To protect existing account data, lead conversion does not overwrite preexisting values of an account field. The only exception to overwriting existing field values is Lead Source—which has a value of YM Careers in this integration—since lead conversion does provide the capability to transfer that field value to the account. This only happens if you select Update Lead Source during lead conversion. Even though lead conversion can transfer new data to an existing account, we still recommend converting the lead to a new account first and then merging the accounts because the merging interface is much more powerful. Staff can compare the two records, field by field, and granularly choose exactly what values to keep from each one. The lead conversion process, on the other hand, assumes the account's data is the most current, so it only brings in new values from the lead and ignores conflicting values.