Module 13: Managing Data

Lesson 3: Practice Lab – Duplicate detection

Scenario

You are a functional consultant working on the Fabrikam project. Your client wants to make users aware of potential duplicates when creating contacts and you have been tasked with implementing duplicate detection. In this practice, you will create and modify duplicate detection rules.

Important Note: This lab will provide you with an actual Office 365 tenant and licenses for the Power Platform applications you will be using in this course. You will only be provided with one tenant for the practice labs in this course. The settings and actions you take within this tenant do not roll-back or reset, whereas the virtual machine you are provided with does reset each time you close the lab session. Please be aware that Office 365 is evolving all the time. The instructions in this document may be different from what you experience in your actual Office 365 tenant. It is also possible to experience a delay of several minutes before the virtual machine has network connectivity to begin the labs.

Exercise 1 - Acquire Tenant Information and Connect

Note: If you have already completed a practice recently, the virtual machine might pick up where you left off and you will not need to login again.  In that case you can skip ahead to exercise two and resume.

Task 1 – Connect to the Power platform administration portal

  1. On Virtual machine MB200-Dynamics_Lab, sign in as Admin with the password Pa55w.rd if you are not already logged in.

  2. Outside the VM in the online lab interface click Files and choose D365 Credentials. This will allocate an Office 365 tenant for you to use in these labs.  It will display the admin email and password for your tenant.  You should copy this information to notepad or similar for your reference.

  3. In MB200-Dynamics_Lab launch Microsoft Edge from the taskbar. By default, the browser opens Office 365. Use the O365 credentials you just acquired in the previous step to login.

  4. Navigate in the browser to the Power platform admin portal at https://admin.Powerplatform.microsoft.com

Exercise 2 – Edit Existing Duplicate Detection Rules

In this exercise, you will customize an existing rule named Contacts with the same business phone number to refine its criteria. You will also deactivate the Accounts with the same website rule because Fabrikam found that too often they created accounts for different locations that had the same website.

Task 1 – Customize Duplicate Detection Rule

It is very common for multiple Contacts that have the same business phone number, but the Contact with same business phone number duplicate detection rule tags these Contacts as duplicates.

In this task, you will enhance the Contact with the same business phone number rule by adding criteria to match of last name.

  1. Navigate to https://admin.powerplatform.microsoft.com

  2. Select Environments.

  3. Select your environment and click Open Environment.

  4. Navigate to Sales -> Data Management.

  5. Click Duplicate Detection Rules.

  6. Locate and click to open the Contact with the Same Business Phone Number.

  7. Click Unpublish.

  8. Click OK.

  9. Locate the Duplicate Detection Rule Criteria section and click Select.

  10. Locate and select Last Name.

  11. Select Exact Match for Criteria.

  12. Change the name to Contacts with the same business phone number and last name.

  13. Change the Description to Detects contact records that have the same value in the Business Phone field and the last name filed.

  14. Click Save.

  15. Click Publish.

  16. Click OK.

  17. Click Close. DO NOT navigate away from this page.

Task 2 – Unpublish Duplicate Detection Rule

It is very common for different locations of the same account to have the same website, the Accounts with the same website rule is not useful because it will detect these accounts as duplicates.

In this task, you unpublish the Accounts with the same website rule.

  1. Locate and click to open the Accounts with the same Websites rule.

  2. Click Unpublish.

  3. Click OK.

  4. Click Save and Close. DO NOT navigate away from this page.

Exercise 3 – Create New Duplicate Detection Rules

In this exercise, you will create a new duplicate detection rule that will mark a Contact as duplicate if it has the same last name, the same first 3 letters of the first name, and the same last 10 letters of the email.

Task 1 – Create Duplicate Detection Rule

  1. While still on the Duplicate Detection Rules, click New.

  2. Enter Contacts with the same last name, similar first name, and similar email for Name.

  3. Select Contact for Base Record Type and Contact for the Matching Record Type.

  4. Click Select.

  5. Locate and select the Last Name field.

  6. Select Exact Match for Criteria.

  7. Click Select again.

  8. Locate and select the First Name field.

  9. Select Same First Characters for Criteria and enter 3 for No. of Characters.

  10. Click Select one more time.

  11. Locate and select the Email field.

  12. Select Same Last Characters for Criteria and enter 10 for No. of Characters.

  13. Click Save.

  14. Click Publish.

  15. Click OK.

  16. Click Close.

Task 2 – Test Duplicate Detection Rule

In this task, you will test the Contacts with the same business phone number and last name rule.

  1. Navigate to Sales | Contacts.

  2. Click New.

  3. Click on the First Name field.

  4. Enter Joe for First Name, New for Last Name and click Done.

  5. Enter 123-123-1234 for Business Phone and click Save.

  6. Click New again.

  7. Click on the First Name field.

  8. Enter Jim for First Name, New for Last Name and click Done.

  9. Enter 123-123-1234 for Business Phone and click Save.

  10. The new record will be detected as a duplicate. Click Cancel.

  11. Click on the First Name field again, change the Last Name to Doe, and click Done.

  12. Click Save.

  13. The record will be saved.

You may test the other duplicate detection rules if you like.