How to Automate Duplicate Record Management in Dynamics 365 CRM?

Let’s be honest, if you use Dynamics 365 CRM every day, you’ve probably sighed in frustration at least once, seeing two records for the same customer.

• You update one record… your teammate updates the other.
• Reports start showing mismatched numbers.
• And suddenly, no one knows which version of “the truth” to trust.

Now, imagine if your CRM could spot, decide, and merge duplicates — automatically.

No manual cleanup. No second-guessing.

That’s exactly what the latest release of DeDupeD brings to Dynamics 365 CRM — smarter, rule-based automation that keeps your data clean and your teams focused.

Let’s see how it works

What’s New: DeDupeD Now Automates Duplicate Merging in Dynamics 365 CRM

The latest DeDupeD release introduces three powerful automation capabilities designed to give you clean, consistent, and reliable CRM data — with zero manual effort:

• Advanced Master Deciding Rule – Automatically selects the best master record.
• Merge Rule – Performs intelligent, condition-based merges.
• Task Scheduler Job – Runs deduplication jobs automatically on your schedule.

Together, they make duplicate management not just easier — but effortless.

Advanced Master Deciding Rule — CRM Master Record Selection Without Guesswork

When duplicates exist, one record must stay as the master: the single source of truth. The Advanced Master Deciding Rule automates this decision using logic-based scoring.

You can define rules such as:

• Record with the latest modified date
• Record with most fields filled
• Record with a valid email or revenue value

DeDupeD then calculates a score for each duplicate and automatically keeps the record with the highest score as the master.

Example:

Imagine you have two records for the same contact:

Record A totals 200 points and becomes the master record automatically.

Result?

No manual comparison, no confusion — the system intelligently decides the best record.

Merge Rule — Full Control Over How Duplicates Combine

Not all duplicates should merge automatically. Some need reviews. The Merge Rule gives you granular control using FetchXML-based business logic to define:

• When records should merge
• When they should be flagged for review
• When merging should be denied

You can also set fallback actions — Merge, Review, or Deny — ensuring every case is handled properly.

Example:

A CRM Admin sets up a Merge Rule like this:

Merge only if both records share the same email and belong to the same account.

If two records meet these conditions, DeDupeD merges them.
If not, it flags them for review.

You can then monitor the job results in DeDupeD Job Runs, showing:

• Total duplicates detected
• Number of records merged, denied, or pending
• Merge completion status

Task Scheduler Job — Set It and Forget It Deduplication

Running deduplication jobs manually takes time. With the Task Scheduler Job, you can automate this entire process using Windows Task Scheduler.

It allows you to:

• Schedule automatic duplicate detection jobs (daily, weekly, monthly).
• Log each run in CRM with detailed results.
• Notify specific users once jobs complete.
• Allow admins to review and approve merges.

Real Example

A CRM Admin sets a nightly Task Scheduler Job at 10:00 PM.
DeDupeD runs duplicate checks, merges cleanly, and emails a summary report by morning.

Real-World Benefits for Every Dynamics 365 CRM User

Key Advantages of Automating Data Deduplication in Dynamics 365 CRM

• Always keep the best record as master — Smart scoring ensures you never lose valuable data.
• Safe and controlled merging — Conditional rules prevent bad merges.
• Hands-free cleanup — The scheduler automates data hygiene 24/7.
• Higher productivity — Sales, service, and admin teams save hours weekly.
• Improved decision-making — Reliable, unified data supports accurate analytics.

FAQs on Automating Data Deduplication in Dynamics 365 CRM

Can I apply multiple Master Deciding Rules while deduplication of CRM data?

Yes. Each duplicate record is scored against all your rules, and the record with the highest total becomes the master automatically.

What happens if no Merge Rule matches during the deduplication of CRM data?

DeDupeD applies your fallback action (Merge, Review, or Deny), so no duplicate goes unresolved.

Can I schedule deduplication jobs daily or weekly?

Absolutely! You can configure Task Scheduler Jobs to run at any frequency that suits your CRM data maintenance strategy.

Do I need to trigger merges manually?

Not anymore. Once configured, merges happen automatically based on your rules and schedule.

Can I track what was merged or denied?

Yes. All details are recorded in the DeDupeD Job Runs dashboard for transparency and audit purposes.

Conclusion: Smarter, Cleaner, Faster CRM Data Management Starts Here!

If you’re tired of dealing with duplicate chaos in Dynamics 365 CRM, DeDupeD’s new automation features are built to make your life easier.

With:

• Advanced Master Deciding Rule for smarter record retention,
• Merge Rule for precise control, and
• Task Scheduler Job for effortless automation,

you can finally say goodbye to messy, time-consuming duplicate handling.

• Your CRM stays clean.
• Your teams stay productive.
• Your reports stay accurate.

Try DeDupeD today — available with a free 15-day trial on the Inogic Website or Microsoft AppSource. Or book a personalized demo by writing to us at crm@inogic.com.