Matching and Duplication

Creating and matching lead and contact records

When Attendees register for your Event and their information matches an existing Contact, Lead, Person Account, or Account the settings below will control if a record is created, ignored, etc.

Relationship Settings

There is a field on Event Settings object called Relationship Settings. This is the field that will control how Payment Gateway Customers, Contacts, Accounts, and Leads are created. This field can be defined differently for each Event Setting or Payment Gateway you have in your organization.

This functionality fires when a record is created, via API, and webhooks. The logic is fired from the Payment Gateway Customer, and will roll down into the Payment Method for the customer. We recommend using the Standard Salesforce Matching and Duplication rules to avoid any duplicate records being created.


Configuration

📘

Ensure that the Relationship Settings field is added to your Event Settings layout before proceeding.

  1. Open the App Launcher and open Relationship Settings.
  2. Click New in the top-right hand corner
  3. Fill in the Name field
  4. Now select a relationship rule. There is four options here to choose from.
  • Only Relate A Matched Record
    • This setting will not create new records, but only update existing records.
  • Create New Record If No Match
    • This settings will create a record if there is no match detected
  • Always Create A New Record
    • This setting will ignore duplication rules, and will create a new record even if there is already an existing record.
  • No Matching Or Record Creation
    • This setting will not attempt to match or create new records.
  1. Next, define a "Create Rule" this will control what record you want configured, if you choose to create new records.
    • Note: You can also define Record Types for each
    • Note: Record Type field values must be Name and not ID

📘

Default Relationship Settings

You will only be able to mark one Relationship Setting record as the default for your org. We put in place a validation rule to prevent multiple records being set to default.

Example

For this example, we setup:

  • Relationship Rule = Create a record if no match
  • Create Rule = Lead

Now, when a new Attendee checks out of an Event, a Lead will be created. If the Event requires payment, a Payment Gateway Customer will also be created in Salesforce.

Example #2

For this example, we setup:

  • Relationship Rule = Create a record if no match
  • Create Rule = Contact
  • Contact Account Rule = Bucket Account
  • Contact Bucket Account = Perfect Venue (this is an account within our org, used for Bucket Accounts)

Now, when a new Attendee checks out of an Event, a Contact will be created and added to the Bucket Account. If the Event requires payment, a Payment Gateway Customer will also be created in Salesforce.

Example of the Attendee being created. Notice the Contact and Account fields are populated with the information.

The associated account "Perfect Venue" will have the "Bucket Account" Contact record added as well.

Example #3 (NPSP/HEDA)

For this example, we setup:

  • Relationship Rule = Create a record if no match
  • Create Rule = Account
  • Contact Account Rule = None

Now, when a new Attendee checks out of an Event, if you're using an NPSP/HEDA Salesforce organization, the Account creation rules of NPSP/HEDA will apply.


Matching Logic Variations

  • Match Records
    There could be use cases that do not require matching on Accounts, Contacts, and Leads. We've added a multi-select picklist that allows users to select which object they would like to use for matching.

  • Set All Email Fields
    If this checkbox is enabled the matching logic will look for all email fields defined in your Salesforce matching rules from the object selected in Match Records. Then, it will match the email fields to the same value.

    • Note: You will need to create a matching rule on each of the email address fields.
    • Example matching rule:
  • Example: I have the Work Email field defined on my pre-existing Contact record.

When the Contact registers for an Event, the Attendee will match to the existing Contact using the Work Email field and then populate the Contact field on the Attendee record.


Duplicate Matches

📘

Events Attendee Matching Rule

The Events Attendee Matching Rule was added to prevent duplicate Attendees from being created after an Attendee registers for an Event without using an AttendeeLink.

  • BT Events Attendee Matching Rule: If there is an existing Campaign Member based on a Contact/Lead, the Attendee will be associated with the previously mentioned Campaign Member. Matching Criteria: (Attendee: Event EXACT MatchBlank = FALSE) AND (Attendee: Email2 EXACT MatchBlank = FALSE) AND (Attendee: First_Name2 FUZZY: FIRST NAME MatchBlank = FALSE) AND (Attendee: Last_Name2 FUZZY: LAST NAME MatchBlank = FALSE)
  • Location of Rule: Setup > Matching rules > BT Events Attendee Matching Rule
  • If there are exact duplicate matches, then the Attendee is matched against the most recently created record (as defined in the "Match Records" field on your Relationship Settings).
  • If using fuzzy matching rules and multiple matches are found, then the Attendee is matched against the record (as defined in the "Match Records" field on your Relationship Settings) with the highest match confidence which is determined by Salesforce’s matching algorithms.
  • If an existing Campaign Member is based on a Contact/Lead, then the Attendee will be associated with the previously mentioned Campaign Member. The Registration Status for the Attendee and any accompanying questions will be automatically updated.

Did this page help you?