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Paribus Discovery for Microsoft Dynamics CRM - User Guide

1. Component LOGIN ccccccccseeeeeeeeeeeeeaeeeeeeeeeeesaeaceeeeeeeesaaaneeeeeess 34 Paribus Discovery for Microsoft Dynamics CRM Plug in Main Menu cccccceeceeeeeeeeeeeeeeees 39 Merging CRM Accounts CRM Contacts and CRM Leads ccccccccsseseeeeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeessaaaeeeeeeess 40 Appendix A Achieving Effective and Efficient Matching cccssscssseseseeeeeeseeeeeees 52 1 Use Multiple Match Process Passes for Best Results with Microsoft Dynamics CRM ccccceeeees 52 2 Use Matec alee Oye a6 6 9 k gener ane nee re eee a 52 3 If no Match Conditions are used increase Match Set Threshold cecceeceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaaaaes 53 use or Extended Matching sacs tient e aa e ea eae autite Ade a leaded ea N 53 Use Native OLEDB Drivers in Data Providers ccccccccccecceeeeeeeeeeeeeeaeeeeeeeeeeeaaaaeeeeeeeeesaaaeeeeeeeeeeaaaneeeeeess 53 Select Data Set fields and joins with care cc ccceeecccccceeceeeeeeeeceeeseeeeeceeeeesseeeaeeeeeeeessaeeseeeeeeesssaeaeeeeeeess 53 Index the underlying data tables cccccccccccsseeccecceeeeceeccseeeeeecseuecececaeseeeeseseeeceeeseaaeeeeessaueceessaageeesssaaneeess 53 Set Paribus Match Dictionary rules carefully cceccccccccccesesseeeeeeeeceeeesecceceeeeeeenseceeeeeeeaeesseeeeseseeaeaeeeeeess 53 Appendix B Matching Data with Microsoft Dynamics CRM Online sassssssnsnnnnnnnnnnnnnn
2. Match Method The Match Method Tab denotes the method to use when matching your Microsoft CRM Account Contact and Lead names Match Method Match Conditions Match Process Processing Options Apply the follovving Match Method ta the above Data Sets 4 QMatch Intelligent Matching Recommended Use GMlatch Intelligent Matching algorithms to match tems regardless of phonetics spelling Sequence case synonyms and segmentation Paribus will only include matches that achieve the minimum Match Score Threshold outlined below Match Score Threshold g0 60 100 f Exact Value Matching Match only tems that have an exact match value Figure 12 Match Session Match Method Tab QMatch Intelligent Matching By default matching Microsoft CRM Accounts Contacts Leads should use the QMatch Intelligent Matching method which identifies matching Account Contact Leads names regardless of phonetics spelling sequence case synonyms and segmentation Match Score Threshold The Match Score Threshold denotes the minimum match score an Account Contact Lead must achieve to be classed as a duplicate Low match score values will provide relaxed matching whilst high match score values enforces stricter matching A default match score of 80 typically provides suitable results for most Microsoft CRM Account Contact and Lead Names For more information on QMatch Intelligent matching see the Paribus o
3. ParilOUs Discovery for Microsoft Dynamics CRM Version 1 4 Paribus Discovery for Microsoft Dynamics CRM User Guide Document Version 1 3 Release Date September 2011 Microsoft I Gil Microsoft Partner Dynamics QGate Software Limited D2 Fareham Heights Standard Way Fareham Hampshire PO16 8XT United Kingdom Tel 44 0 1329 222800 info QGate co uk www QGate co uk QGate Software Limited All rights reserved Notices Copyright Information This document and all subject matter outlined within this document remain the copyright of QGate Software Limited It may not be reproduced in part or whole or any manner digitised transcribed translated or mass distributed without written permission from QGate Software Limited 2014 Copyright QGate Software Limited Trademarks Paribus is a trademark of QGate Software Limited Paribus Discovery is a trademark of QGate Software Limited QMatch is a trademark of QGate Software Limited Microsoft is a registered trademark of Microsoft Corporation Microsoft Dynamics is a registered trademark of Microsoft Corporation All rights reserved Disclaimer Although every effort has been made to ensure the processing performed by this software product will not damage or corrupt your data we strongly recommend you perform the following actions to safeguard against such eventualities In the unlikely event that data becomes lost or corrupted Q
4. The Paribus Discovery for Microsoft CRM solution comes complete with a pre defined set of Paribus Match Definitions ready mapped to the standard Microsoft CRM database model This includes primary entities of e Accounts e Contacts e Leads e Addresses e Telephone Numbers e Websites and email Addresses Note Additional Match Definitions can be manually defined should an item you require not be provided in the standard set for details on how to establish your own Match Definitions see the Paribus product on line help information How to Import Microsoft Dynamics CRM Match Definitions Firstly start your installation of Paribus from the application icon and log into the Paribus Control database you created during the installation of Paribus If you have not yet achieved this step see the Paribus Getting Started Guide on how to achieve this Manage Control Database Once you have successfully logged into Paribus select SORBET ou euatauar eine ee the File menu and Import Paribus Definitions Licence Manager Control Database Creator This will open the Import Paribus Definitions dialog Import Paribus Definitions Paribus Assistant Exit Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 15 Setting up Paribus Discovery for Microsoft Dynamics CRM Import Paribus Definitions amp Paribus Definition File The following tems will
5. Organisation 5 Microsoft CRM Online QGate Sample Data Select this option if your Microsoft CRM deployment is a Microsoft CRM Online Microsoft Live hosted Test Connection solution Cancel Figure 20 Add New Microsoft Dynamics CRM Service Connection Settings dialog The definitions of a CRM Service Connection Alias are as follows e Each CRM database connection must be given a Connection Alias name This is simply a name reference which will appear in the various selection windows during the CRM login process e Select the version of your Microsoft CRM service e Select the type of CRM service you are connecting to e Specify the CRM Server Name of the machine hosting your CRM database e Specify the Port Number of your CRM server website e The Organisation Name field denotes the organisation name instance name of your installation of CRM e Use the Test Connection button to test your CRM Connection Alias details see section below on performing a connection test e To save the new connection alias details you have entered in this dialog click the OK button For more information about defining connections to your Microsoft Dynamics CRM service using the Service Connection Manager see this knowledgebase article http www qgate co uk knowledge dynamics crm service manager Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reser
6. the Match Sessions icon in the left hand navigation bar Jatt This will display the list of existing Match Sessions From this list locate the item entitled Microsoft CRM Account Match Session and Right click it and select Run Session from the popup menu This action will display the Identify Matches dialog Identify Matches wy Microsoft CRM Account Match Session Match Set Microsoft CRM Account Hame Match Matching Process Standard Matching Method OMatch 30 Data Set UP Microsoft CRM Account Account Name Fitter Ho filter Records Count Pending Data Set Microsoft CRM Account Account Hame Fitter Ho filter Records Count Pending Match Results s Matches Found oO Match Tasks Initializing Session Building Paribus Match Dictionary Performing Match Operations Progress gw Start Time Elapsed Remaining Estimated ss Figure 10 Identify Matches Dialog This dialog provides the means of running an existing Match Session to identify matching data The summary information shows details about the Match Session together with information on the progress of the matching process To start the matching process click the Run button Providing everything has been set up and configuration correctly the matching process should begin processing your Microsoft CRM data to identify duplicates If any errors are reported check the set up and configuration of your Paribus ins
7. 33 Processing Duplicate Records in Microsoft Dynamics CRM Microsoft Dynamics CRM Database Component Login Microsoft Dynamics CRM Login The component plug in requires you to log into your Microsoft d Microsoft Dynamics CRM CRM database via a Web Service connection lt Microsoft CRM Service On Premise i M Specify your Microsoft Dynamics CRM connection details The plug in provides a series of Microsoft Dynamics CAM Service Connection management screens to define G and establish connections to your Microsoft CRM database Server Name CRM2011 Organisation GGate Sample Data Login Credentials Windows Authentication Default Credentials Specify Credentials User Name Password Domain Remember Me Version 1 1 0 0 Figure 18 Paribus Login to Microsoft Dynamics CRM Important Database Logon Considerations When logging on to your Microsoft CRM database from the Paribus Discovery for Microsoft CRM Component plug in please acknowledge the following important considerations User Access Rights Ensure that the user account you are using to log Paribus into Microsoft CRM has the appropriate user access rights to access all the data that Paribus needs to process lf the user account does not have sufficient access to all the Accounts Contacts and or Leads being processed e g merge then the Paribus plug in operations will fail Database Target Ensure that the database you are logging i
8. 36 Select All Match Group Members 2 of CP Compter Systems Bj 8 e oe amp 4 2 Member Deseret Roe Toran seo Ta id CP Computer Systems Member D Advanced Mech Inc 1 Beachtree Th CCEA T City Danking Sep ClearvVater ple 1e Conergy Hardware Ple n CP Compter Systems e CP Computer Systems re Crash_Log com re DNA Srp Flour Mills ple m GEC systems 1e General Industries 1e Harrys Suto Spares inc eh Jupiter Astronomy Equipment Sr Jupiler Aslrunumy Equipe l m Set as Primary Exclude Comments Primary Group Member ag Selected Group Member i Microsoft CRM Account Microsoft CRM Account Name Match Name Match Match Value CP Compter Match Value CP Computer Systems Systems Territory Territory Address 550 King St Address 550 King St City Littleton City Littleton County County Count ry USA C3 Count ry USA Postalcode 01460 Postalcode 01460 Web Site Web Site Email Address Email Address Telephone 5554393498 Telephone 5554412100 Fax 5554393499 Fam 5554412101 ih Vay Hay Last Updated 20 10 2007 Last Updated 20 10 2007 Ta VNiniverhametan Rank 04 22 20 Mi 04 22 20 he Hal a H P Paot print Close Help Ta leo oil ple e Marked Core Systems re Meyer Corporation el Onevision e Plantechnic Limited re South Water Logistic n Texas Department of Transportation Se Wandering Star NNN NINH NY HO WOH NY dH KH UYU NY HUYN
9. Data Merge Wizard Fon Exs Paribus Account Merge Paribus Merge Statistics Merge Status Merge process completed successfully Match Groups Processed Entities Merged Entities Skipped Duplicate Account merged with Master Duplicate Account merged with Master g Economy Bikes Company i ications Duplicate Account merged with Master Fifth Bike Store Fantastic bikes Duplicate Account merged with Master Great Bikes Great Bicyde Supply Duplicate Account merged with Master Life Style bikes Latest sports bikes Duplicate Account merged with Master Figure 32 Paribus Merge CRM Accounts Wizard Merge Process Summary The summary is divided into the following two sections e Paribus Merge Statistics A statistical summary of the Paribus Match Groups processed and the CRM entities merged e Paribus Merge Results An outline of each CRM entity that was processed together with a merge status and description of the merge operation that was performed The symbol against each CRM entity in the merge results list denotes the status of the merge operation Note This summary is only presented once in this dialog and is not available subsequently after the Merge Wizard is closed Clicking on the Finish button will close the Merge Wizard and complete the merging process Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 51 Appendix A Achieving Effective and Effi
10. Match Session You will likely wish to define redefine you Match Session several times to achieve the best results H From the main Paribus application screen select left click the Match Sessions P icon in the left hand navigation bar Match Sessions This will display the list of existing Match Sessions From this list locate the item entitled Microsoft CRM Account Match Session Right click it and select Edit Session from the popup menu This action will display the Match Session Settings dialog tr Match Session Settings licrozoft CRM Account Match Session Session Match Rules Session Details Session Match Result Match Set Name Microsoft CRM Account Name Match Microsoft CRM Account Account Name All Active CRM Accounts Data Set Microsoft CRM Account Account Name Filter All Active CRM Accounts Apply the following Match Method to the above Data Sets A f w OMatch Intelligent Matching Recommended Use OMatch Intelligent Matching algorithms to match tems regardless of phonetics spelling sequence caze Synonyms and segmentation Paribus will only include matches that achieve the minimum Match Score Threshold outlined below Watch Score Threshold a 5 I l I 1 I 1 1 1 I 100 Exact Value Matching Watch only tema that hawe an exact match value Figure 11 Match Session Settings Dialog This dialog outlines the configuration of an existing Match Session defined to match up
11. Paribus at System Default the time of matching The Paribus Discovery for Microsoft CRM Component plug in will not process any groups of this status w Reviewed Setting a Match Group status to Reviewed denotes your acceptance of this Match Group and that the group contains valid duplicate members and the Primary member master will be the one remaining Account Contact or Lead after the processing of duplicates Note A Match Group status cannot be set to Reviewed unless a Primary Group Member has been defined see below or contains less than two active members gt Void Setting a Match Group status to Void denotes your rejection of this Match Group and that you wish this group to be excluded in the processing of duplicates Y Query Setting a Match Group status to Query denotes you have a query against this Match Group and wish to return to this at a later stage Queried Match Groups will not be included in the processing of duplicates Setting Match Groups statuses to Query provides the means of marking them during the review process and moving on with the ability to return to them later or after seeking assistance from someone else if required Group Member Roles for Microsoft Dynamics CRM Results For the purposes of processing duplicates by the Paribus Discovery for Microsoft CRM Component plug in the following Group Member Roles apply Note The Member Roles listed here are for Single Dat
12. be imported from the selected Paribus Definition Ey Microsoft CRM Account Match Session Match Session Replace OQverwrite vy Microsoft CRM Contact Match Session Match Session Replace Qverwrite h Microsoft CRM Lead Match Session Match Session Replace Qverwrite i Microsoft CRM Account Name Match Match Set Replace Qverwrite CI Microsoft CRM Contact Name Match Match Set Replace Qverwrite G Microsoft CRM Lead Name Match Match Set Replace Qverwrite 7 Microsoft CRM Account Address Address Line 1 Match Condition Replace Qverwrite E Microsoft CRM Account Address City Match Condition Replace Qverwrite 7 Microsoft CRM Account Address Country Match Condition Replace Qverwrite 7 Microsoft CRM Account Address County Match Condition Replace Qverwrite 7 Microsoft CRM Account Address Full Match Condition Replace Owerwrite s lt W Replace Overwrite Sessions Data Set Provider Select Data Set Provider to apply to CT a imported Data Set s EW Import Cancel Help Figure 6 Import Paribus Definitions Dialog e Select the Paribus Discovery for Microsoft CRM Definition file you wish to import by clicking the ellipsis button Note This action happens automatically when first entering this dialog e From the Select Paribus Definition File dialog select one of the follow files this file can be found on your Paribus product CD in the Application Support folder or alternatively supplied directly
13. f Data Set 4 C Data Set B Log Unmatched Records This option will log all records from Data Set A that did not establish a match with any item in Data Set H Unmatched records can be processed by certain Paribus Plugins Figure 16 Match Session Processing Options Tab Automatically Identify a Primary Group Member This option denotes that a Primary Group Member Master Account Contact or Lead will be automatically identified within each group of matches found The member selected is based upon the one with the highest match score from the specified Data Set Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 27 Identifying Matching Data in Microsoft Dynamics CRM We recommend using this option when matching Microsoft CRM Accounts Contacts and Leads as this will greatly assist in the Match Review process Automatically Identify Member from This option denotes the Data Set from which to automatically select the Primary Group Member master entity For more information on configuring Paribus Match Session Settings see the Paribus online information Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 28 Reviewing your Microsoft Dynamics CRM Paribus Match Results Reviewing your Microsoft Dynamics CRM Paribus Match Results Having successfully established a set of Paribus Ma
14. matches such as CRM Contacts Once you have selected your Paribus Match Session Results then returning to the Wizard screen will present the details of your selected Match Session in the information panel Click the Next gt button to advance to the next step Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 42 Processing Duplicate Records in Microsoft Dynamics CRM Validating your Selected Paribus Match Session Once you have selected a Paribus Match Session the match results contained within that session must be validated against the CRM database you are currently connected to This step attempts to ensure that the Match Session and Match Results you have selected do relate as follows e The match results relate to the current merge process e g CRM Accounts for a CRM Account merge e The CRM entities within the match results match the current CRM database If it is suspected that the selected Paribus Match Session does not comply the following additional step of the Merge Wizard will appear Paribus Data Merge Wizard CRM Accounts Paribus Merge of CRM Accounts Step 2 of 6 Paribus Match Session Data Conflict You are intending to merge CRM Accounts however it would appear you have selected aParibus Match Session that does not contain CRM Account results Possible causes for this conflict may result from one of the following You have s
15. matching rules you define however sometime the match results may not always be as desired This may be due to one or more of the following e Poor data e Inappropriate matching rules e Too relaxed or too strict match score thresholds In the case of reviewing Microsoft CRM match results i e Accounts Contacts and Leads the status of each Match Group must be set explicitly to denote your acceptance or rejection of that Match Group Furthermore the Role of each Group Member must also be set to denote what record will act as the Primary master record and which members are simply members duplicates In addition single Group Members can also be excluded The Match Group status is used during the duplicate processing performed by the Paribus Discovery for Microsoft CRM Component Plug in to control which Match Groups will be updated Furthermore the Group Member Role is also used by the Paribus Discovery for Microsoft CRM Component Plug in to denote which records are processed and how Match Group Statuses for Microsoft Dynamics CRM Results For the purposes of processing duplicates by the Paribus Discovery for Microsoft CRM Component plug in the following Match Group statuses apply Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 30 Reviewing your Microsoft Dynamics CRM Paribus Match Results w Not Reviewed This is the default Match Group status applied by
16. plug in has successfully logged you into your Microsoft CRM database the Paribus plug in main menu screen will be displayed Paribus for Microsoft Dynamics CRM Welcome Manage CRM Accounts a Getting Started Welcome to the Paribus for Microsoft Dynamics CRM Plugin Component Select the CRM business entity type you wish to process fromthe entity bar to the left of the Paribus for Microsoft Dynamics CRM Plugin Manage CRM Contacts Product Licence This product is licenced to QGate Software Limited 3 users Manage CRM Leads Me Nicrosot Dynamics CRM CRM Server CRM Organisation Figure 22 Paribus Discovery for Microsoft Dynamics CRM Plug in Main Menu Screen The main menu screen of the Paribus Discovery for Microsoft Dynamics CRM Plug in provides navigation to the various features of the plug in component The main screen is divided into two primary sections a CRM entity navigation bar to the left of the screen and a detail section to the right relating to the currently selected operation The CRM entity navigation bar consists of the three main business entities within Microsoft CRM CRM Accounts CRM Contacts and CRM Leads The initial detail section of the plug in displays a welcome message and licence details for the plug in Selecting a CRM entity item from the navigation bar will switch the content of the detail section to that CRM entity From within each detail section is the ability to access v
17. the Paribus Discovery for Microsoft Dynamics CRM Component Plug in The component plug in has been specifically designed to integrate with Microsoft CRM services and utilises the CRM Web Services SDK to connect and perform the processing of duplicate data within your CRM database The Paribus Discovery for Microsoft CRM Component is compatible with the following CRM versions e Version 2011 e Version 2013 The component plug in also supports the following Microsoft CRM Service types e On Premise Local installation e Internet Facing Deployment Internet facing hosted e Microsoft CRM Online Microsoft hosted Note For more information on how to perform data matching with Microsoft CRM Online please refer to Appendix B Matching Data with Microsoft Dynamics CRM Online By utilising the CRM Web Services interface the component plug in ensures that all Microsoft CRM security and data privilege requirements are fully adhered to Access to the Paribus Discovery for Microsoft CRM Component Plug in is available directly from within the main Paribus application Select the Paribus Tools menu Plug ins and Paribus for Microsoft Dynamics CRM menu item Paribus for InaPlex Data Importation Export Match Results to File Paribus for Microsoft Dynamics CRM Parbus for Scribe Data Importation settings Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved
18. 55 Data Extraction Matching and Cleansing cccccccccsssseeeeeceeseeeeeeceeeeeceeeseaeeeeeessuaaeeeeeesaaeeeeesseaess 55 Dalal Gale Sie Vala ain a ats end Sean e eer eet dee dina e alee 56 Rore CE vassa a blac uelr a a uated load tales hice aac nate 56 Paribus Technical Support and Troubleshooting cccceseeeseeeeeeeseeeeseeeneeeneeseneees 57 General SUD OOM siete ae ssc tee eee setae e osetia ose eae seeee ts eh anneniteeemseeee 57 TrOUDIESNOO HN Oisean isea a a a r a a ee ee ee eee 57 System ReguUremEeNIS gioco tii eeu a a a eae 57 Product INONMA os aaea ie a a a a a a aeunanne aide 57 Faut RCDOMING rennin aa aaa a a 57 Upgrades and Service Releases axcccceea sad cis ease cheesiest deee heard ovina Sede eles 57 Paribus for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved Overview Overview This document is a guide to using the Paribus Discovery for Microsoft CRM Component Plug in a custom tool for managing your Microsoft CRM database based upon matched duplicate information established by the main Paribus Discovery application This guide outlines the following e About Paribus Discovery for Microsoft CRM e Setting up and installing the Paribus Discovery for Microsoft CRM components e Identifying Matching Data in Microsoft CRM e Reviewing your Microsoft CRM Match Results e Processing Duplicate Microsoft CRM Records merge and purge Other Related Informatio
19. Gate Software Limited cannot be held responsible Recommended Safeguards Perform a complete backup of any database s to which Paribus Discovery connects to obtain match data Note Paribus Discovery does not alter any data in databases as part of the matching and review process Changes are only made by subsequent updates via Paribus Discovery Plug in Tools If possible perform any match processes or updates using live databases outside of normal operational hours Notices We highly recommend that where applicable all remote Microsoft CRM databases should be fully synchronised with the main host database before any updates are performed Paribus for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved Table of Contents Table of Contents NOUCOS crc cence ces cts EEE 3 Oy OMT ATOM O Mi srctentcccea er enenossrcancususenoes se ia E a Eaa E ai Enana a area a aarenecer 3 TS ANGI o e ce acc este se cece eer ec pa ene eae tea u based ne eciaceda a cevmeqestencenodees 3 DISCE eae es coerce acacdaeseesgucceaseatesseocgscnmetac love acsqecses ee E E E E 3 Table of Contents ssssorinisisuninusiinninesisnniarnninnurisi annenin saniaisia 5 OVEN VICW orr E E E EE 7 Other Related Informatio casas sisserncsaresine ut darned cesatasaiaquth cise usattnetess iwesit netenoeuabenagaessdenetansdnedeeststannoeanerucsie 7 About Paribus Discovery for Microsoft Dynamics CRM cccssesessseeseen
20. Global EMEA Southwest Northeast EMEA Northeast EMEA Southeast EMEA EMEA Southeast Northeast so om Figure 8 Data Set Preview Results Dialog The Data Set Preview Results dialog displays a list of records 100 by default established from the Data Set definition this includes e Primary Key The Primary Key value of the Data Set e Relationship Key The Relationship key value of the Data Set e Match Value The value s that will be used to match data from this Data Set e Match Description The description is the value that will appear in the Match Review process e Info Columns Additional columns of data used to provide information only data To see more records change the value in the Records field and click the Reload button Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 19 Setting up Paribus Discovery for Microsoft Dynamics CRM Step 4 Installing Your Paribus Discovery for Microsoft Dynamics CRM Component Licence To use the Paribus Discovery for Microsoft CRM Component Plug in requires a Plug in licence to be installed Licences are issued at the time of purchased and can be obtained from your Paribus Software Supplier or Microsoft CRM Business Partner Running with a Paribus Evaluation Licence If your installation of the main Paribus product is running on an evaluation licence and or you do not have a licence for the Paribus Dis
21. H HPN Ke OQ Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 29 Reviewing your Microsoft Dynamics CRM Paribus Match Results Figure 17 Session Match Results Review Window The Session Match Results window provides the means of reviewing the matches found within your Paribus Match Session This window illustrates the following Match Groups 1 All duplicates are grouped into Match Groups and are listed in the Match Group list on the left of the review window Below the Match Group list is a collection of navigation controls which enable you to navigate through additional pages of Match Groups Match Groups are displays in pages of 50 Member Information The bottom right area provides a summary of additional Pane 2 information about each Group Member This information is provided to assist the review process of confirming duplicates Review Control The collection of buttons at the base of the review window Buttons 3 provides control of the Paribus Match Groups and Group Members For more information on the Paribus Match Review window see the Paribus online information Review Process Objectives The main objective of the Paribus Review Process is to manually review each of the Match Groups and confirm acceptance or rejection of the duplicates that Paribus has identified The Paribus technology is designed to identify matching data based upon the
22. Pre Requisites Pre Requisites This section outlines the elements required to set up and use the Paribus Discovery for Microsoft CRM Component Plug in Client Workstation e Installation of the main Paribus Discovery Application see the Paribus Discovery Getting Started Guide Paribus Discovery for Microsoft Dynamics CRM System Requirements For an up to date outline of the system requirements for running Paribus Discovery and integration with Microsoft Dynamics CRM include a list of supported versions of Dynamics CRM please see the Paribus Discovery System Requirements section of the QGate Knowledgebase at http www QGate co uk knowledge paribus discovery sysregs Note Paribus Discovery does not support Microsoft Dynamics CRM version 4 Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 9 Setting up Paribus Discovery for Microsoft Dynamics CRM Setting up Paribus Discovery for Microsoft Dynamics CRM This section outlines the steps required to set up and configure your installation of Paribus Discovery and the Paribus Discovery for Microsoft CRM Component Plug in e Step 1 Defining a Paribus Data Provider for Microsoft Dynamics CRM e Step 2 Importing Paribus Definitions for Microsoft Dynamics CRM Databases e Step 3 Testing Your Paribus Discovery for Microsoft Dynamics CRM Setup e Step 4 Installing Your Paribus Discover
23. Scribe Online Replication Service please reference the Scribe website http www scribesoft com Online RS Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 56 Paribus Technical Support and Troubleshooting Paribus Technical Support and Troubleshooting In the interest of providing customers with the latest product support information and troubleshooting assistance QGate provides the following online resources within our QGate KnowledgeBase website General Support For general technical support information please visit the main product support page www QGate co uk knowledge paribus discovery Troubleshooting For troubleshooting common problems and scenarios relating to Paribus Discovery and Paribus Discovery for Microsoft Dynamics CRM please visit the following troubleshooting pages http www QGate co uk knowledge paribus discovery troubleshooting http www QGate co uk knowledge paribus discovery troubleshooting dynamics crm System Requirements For information regarding the minimum system requirements for installing and running Paribus Discovery please visit the product system requirements page http Awww QGate co uk knowledge paribus discovery sysregs Product Information For more information about Paribus Discovery or other products from QGate Software see one of the QGate web sites EMEA www QQGate co uk Americas www QGa
24. a Source matches only 1 Primary Member Setting a Group Member Role to Primary denotes the Master Record member is an active member of the group and is classed as the Master record The Primary Member Master when processed by the Paribus Discovery for Microsoft CRM Component Plug in is the record that will remain and inherit all associated information from the duplicates options dependent H Member Default Setting a Group Member Role to Member denotes the Duplicate member is an active member of the group and is classed as a Record Duplicate record Members Duplicates when processed by the Paribus Discovery for Microsoft CRM Component Plug in are the records that will be removed options dependent i Excluded Setting a Group Member Role to Excluded denotes the Member member has been excluded from the Match Group and will not be processed by the Paribus Discovery for Microsoft CRM Component Plug in This record will not be affected Note When excluding members from a Match Group if the Match Group has less than two active members the Match Group status will automatically be changed to Void Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 31 Reviewing your Microsoft Dynamics CRM Paribus Match Results For more information on Match Groups and Group Members see the Paribus online information Assisting the Review Pr
25. and that the selected Paribus Match Session is correctly chosen then you may ignore this message and continue the Wizard to process your Paribus Match Results As a fail safe the Paribus Discovery for Microsoft CRM Merge process will skip over any CRM entities e g CRM Accounts that could not be found or accessed thus ensuring that no CRM entities are merged in error If you choose the option to Re select Session this action will return you to the Match Session Selection step see page 41 If you choose the option to Continue this action will progress you to the next step Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 44 Processing Duplicate Records in Microsoft Dynamics CRM Step 3 of 6 Match Group Processing All Paribus Match Groups need to be reviewed before they can be merged together This can be done manually from the Paribus Review window after a Match Session has been performed However it is also possible to re evaluate the Match Group and automatically set the Match Group s Master record s based on a pre defined rule For example a Match Group Processing Rule could be to automatically set the Master record to the most recently created Account Various rules such as these are available Paribus Data Merge Wizard CRM Accounts Ss Paribus Merge of CRM Accounts Lay Step 3 of 6 Match Group Processing During the processin
26. aribus Data Merge CRM Accounts Wizard Welcome page The Data Merge Wizard will guide you through the necessary steps required to perform a merge of your CRM Account data based upon your Paribus Match Results Click the Next gt button to advance to the next step Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 40 Processing Duplicate Records in Microsoft Dynamics CRM Step 2 of 6 Select the Paribus Match Session Results to Process The next step of the merge process is to select the Paribus Match Session containing the Paribus match results you wish to process duplicates to be merged The entities e g CRM Accounts that the plug in component will process are based upon the Paribus Match Results that were achieved and reviewed in the earlier sections of this guide Paribus Data Merge Wizard CRM Accounts Paribus Merge of CRM Accounts Step 2 of 6 Select Paribus Match Session Select a Paribus Match Session containing match results of CRM Accounts you wish to merge Note Only Paribus Match Groups with a Reviewed status will be included in the merge process Paribus Match Session Session Detail Session Value sion Name 001 Account Name 99 Postcode 99 Filter Active ion Description This is the sample session provided by Paribus for match ion Code CRM ACCOUNT 1 Match Groups 22 Groups Members 55 Cancel Figure 24 Pari
27. arious functions relating to that entity Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 39 Processing Duplicate Records in Microsoft Dynamics CRM Merging CRM Accounts CRM Contacts and CRM Leads To begin the process of merging CRM Accounts Contacts or Leads following the steps outlined below Step 1 of 6 Select the CRM Entity to Process Firstly select the entity you wish to process from the entity navigation bar to the left of the main plug in screen For the purposes of illustration the following examples will outline the process of managing CRM Accounts through the process of duplicate Account merging The same principles apply to both CRM Contacts and CRM Leads Manage CRM Accounts On selecting to process CRM Accounts the detail section of the main plug in screen will update to show Account related tasks Select the option to Merge CRM Accounts this action will present the Paribus Data Merge Wizard Merge CRM Accounts Paniis Data Merge Wizard CRM Accounts ZRA Paribus Merge of CRM Accounts Step 1 of 6 Paribus Data Merge Wizard Welcome to the Paribus Data Merge Wizard This Wizard will take you through the steps for merging duplicate CRM Accounts within your CRM database based upon the Paribus match results contained within your Paribus Match Session Click Next to continue Cancel Figure 23 P
28. atabase This ensures the content of the database is complete Firstly start your installation of Paribus from the application icon and log into the Paribus Control database your created during the installation of Paribus If you have not yet achieved this step see the Paribus Getting Started Guide to established how If greeted with a welcome screen offering the ability to Import Paribus Definitions or Define Paribus Definitions Manually select Define Manually Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 10 Setting up Paribus Discovery for Microsoft Dynamics CRM From the main Paribus application screen select left click the Data Providers icon in the left hand navigation bar Data Providers Mis will display a list of existing providers Right click the icon and select New Data Provider from the popup menu This action will display the Configure Data Provider dialog Configure Data Provider Name Microsoft CRM Connection Settings configure Connection Data Source Type Microsoft SGL Server server Data Source i 4 ODBC Database Mame Contosa_MSCRM Connection Timeout 300 Seconds Unlimited Authentication f Use Windows NT Security Trusted Connection f Specify User Mame and Password User Mame sa Password jeres W Save Password mo e Figure 1 Configure Data Provider Dialog This dialog provides
29. ates Paribus and the Paribus Discovery for Microsoft CRM Component Plug in Component enable you to part review a set of Match Results and process only those that have been reviewed i e Match Groups with a Group Status of Reviewed This approach avoids any lengthy delay between reviewing all Matches Results before they can be processed This approach can also assist in managing the volume of change that is applied to your Microsoft CRM database You may wish to manage and process batches of duplicates to reduce the amount of system change that occurs There is no issue in processing your Paribus Match Session results through the duplicate removal processes more than once as the process will only affect data that was not already been processed or has subsequently changed Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 32 Processing Duplicate Records in Microsoft Dynamics CRM Processing Duplicate Records in Microsoft Dynamics CRM This section outlines how to process the Microsoft CRM duplicate records you have identified in the previous sections If you have not yet completed the previous steps or do not yet have any duplicate Microsoft records to process please refer to the previous sections The Paribus Discovery for Microsoft Dynamics CRM Component Plug in Processing of duplicate Microsoft CRM Accounts Contacts and Leads is all achieved using
30. be added if required In the case of matching Microsoft CRM Contact names a Match Condition of Account ID typically provides an effective condition to the matching process Other Match Conditions can also be added if required e To selecta Match Condition check the box to the left of the Match Condition Name e The behaviour of each Match Condition can be changed by double clicking the Match Condition item This action will display the Session Match Set Condition Settings dialog for the select Match Condition El Session Match Set Condition Settings Microsoft CRM Account Address Postal Code Match Microsoft CRM Account Address PostalCode With Microsoft CRM Account Address PostalCode Match Type f Exact Match 90 60 100 ignore this Match Condition if the values are blank Null or do not exist will permit a match Figure 14 Session Match Set Condition Settings Dialog e Match Type Denotes the match type operation for this Match Condition e Threshold Denotes the match score threshold this Match Condition must reach for this Condition to be met e Ignore Nulls If checked this option denotes that if a Match Conditions value is NULL blank that it will still pass the conditional check Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 26 Identifying Matching Data in Microsoft Dynamics CRM Use this option if your data is
31. bus Merge CRM Accounts Wizard Match Session Selection page At this step click the Select Session button to present the Paribus Match Session Selection dialog This dialog displays a list of valid Paribus Match Sessions and provides the means to select the results you wish to process Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 41 Processing Duplicate Records in Microsoft Dynamics CRM tr Paribus Match Session Selection All Sessions 3 Paribus CRM Match Results Ah Microsoft CRM Account Match Session Single 2502 2008 12 11 02 GAMEICRM Contact Match Session Single 21 M01 2008 13 29 25 dyMscrm Lead Match Session Single Never Match Session Summary W Session Status Session Ready no reviewed groups Match Groups 36 Session Code Match Members T Session Data Type Single Data Source Reviewed Members 0 Unmatched Members 0 Data Set 44 Show Valid Sessions Only Cancel Help Figure 25 Paribus Match Session Selection Dialog Select the Paribus Match Session that contains the match results for the merge operation you wish to perform e g Merging CRM Accounts Important Note Ensure that the Paribus Match Session you select relates to the merge operation you are intending to perform Thus if you are performing a merge of CRM Accounts then the selected Paribus Match Results MUST contain a set of CRM Accounts and not any other form of CRM
32. by your Paribus software supplier or Microsoft CRM Business Partner Paribus Discovery for Microsoft Dynamics CRM lt Region gt pds Note The Paribus definitions for Microsoft Dynamics CRM have been uniquely compiled for specific geographic regions to best optimise the matching process for that region ensure you install the Paribus definitions for your region e Once selected on returning to the Import Paribus Definitions dialog the main list should contain the definition items you wish to import e The Action column denotes which action will be taken during the import If a definition item already exists this will be overwritten if required Ifa definition item does not exist the action will be to add as new e The Replace Overwrite Sessions checkbox denotes if an existing Match Session will be overwritten if applicable Data Set Provider e When importing Paribus definitions that contain Paribus Data Set definitions Data Maps it is necessary to denote the Paribus Data Provider definition that will be providing the data to those Data Sets Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 16 Setting up Paribus Discovery for Microsoft Dynamics CRM e Inthe Data Set Provider section select the Data Provider you defined in Step 1 on page 10 If you have not yet completed step 1 click the New button and carry out step 1 now e Finally cli
33. cient Matching Appendix A Achieving Effective and Efficient Matching A number of steps can be taken to achieve effective matching using Paribus These should be treated as guides and not as strict rules 1 Use Multiple Match Process Passes for Best Results with Microsoft Dynamics CRM When matching data within a Microsoft CRM Database it is important to consider matching the different entities Accounts and Contacts with multiple passes due to complex relationships of the data i e Accounts with multiple Contacts Each pass resulting in a consolidation of information to assist subsequent passes Pass One Account Matching Initially we recommend matching Microsoft CRM Accounts to establish and group potential duplicate Account records Having identified them and processed them through the Paribus Discovery for Microsoft CRM Component Plug in each duplicate Account would then be consolidated into one including Account Contacts When matching Microsoft CRM Accounts the following match criteria is recommended dependent upon the available data e Paribus Match Set Based upon Account Name using a Match Method of QMatch e Paribus Match Conditions Based upon and or Postal code Town City Telephone number using QMatch Pass Two Contact Matching Once an Account match has been established and the results processed by the Paribus Discovery for Microsoft CRM Component Plug in records merged we then recommend p
34. ck the Import button to import the selected Paribus Definitions Step 3 Testing Your Paribus Discovery for Microsoft Dynamics CRM Setup Once you have successfully defined your Data Provider Step 1 and imported the Paribus Discovery for Microsoft Dynamics CRM Match Definitions step 2 you are now ready to test your set up to ensure Paribus is correctly configured to access your Microsoft CRM database i Data Sets From the main Paribus application screen select left click the Data Sets icon in the left hand navigation bar This will display the list of Data Sets From this list locate the item entitled Microsoft CRM Account Account Name and Right click it and select Edit Data Set from the popup menu This action will display the Data Set Definition dialog Data Set Definition A Mame Microsoft CRM Account Account Mame Data Selection Filters Options Motes Data Selection Data Provider Microsott Rh 3 r Mew Primary Key Table Key Accountld Type String Relationship Foreign Key 4ccountld Type String Match value Mame Match Member Description Mame Information Columns TerritoryldMame as Territory 4ddrese1 Linel as Address For display purposes Address City as City optional Address County as County Address1_Country as Country Address1 PostalCode as Postalcode Suppress MULL values in Information Columns From Tablets dbo Account Cincluding jo
35. cking of the confirmation checkbox Once checked the Next button will become enabled Click the Next gt button to advance to the next and final step Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 48 Processing Duplicate Records in Microsoft Dynamics CRM Step 6 of 6 Final Confirmation The final step in the Merge Wizard process is to confirm the commencement of the merge process Paribus Data Merge Wizard CRM Accounts Paribus Merge of CRM Accounts Step 6 of 6 Confirm Data Merge Process You have now reached the final step of the Paribus Data Merge Wizard Click the Next button to confirm you wish to proceed with the Paribus Merge process Click the Cancel button if you wish to cancel the Paribus Data Merge Wizard Figure 30 Paribus Merge CRM Accounts Wizard Final Confirmation page From this page clicking the Next gt button will begin the Paribus merge process Clicking the Cancel button will cancel the Merge Wizard Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 49 Processing Duplicate Records in Microsoft Dynamics CRM Paribus Merging Process Once all of the defining steps of the Paribus Merge Wizard are completed successfully the Merge Wizard presents the Data Merging dialog and automatically commences the merge process Paribus Account Mer
36. covery for Microsoft CRM Component the Paribus Discovery for Microsoft Component will only provide limited functionality Paribus Licence Manager The Paribus Licence Manager is used to add edit and delete licences and can be accessed via the Paribus main menu File gt Licence Manager H Paribus Licence Manager i a x Server Licences Plugin Licences s OGate Software Limited Mr SERVER Paribus Remove Edit Figure 9 Paribus Licence Manager Adding Your Paribus Discovery for Microsoft Dynamics CRM Component Licence e To add your Paribus Discovery for Microsoft CRM licence open the Paribus Licence Manager and select the Plug in Licences tab e New licences are added by clicking the Add button A standard file selection dialog is displayed from where the required Paribus Plug in Licence ppl can be selected e Select the licence file Paribus Discovery for Microsoft Dynamics CRM ppl e Having successfully added your Paribus Plug in licence this will then be listed in the Licence Manager list Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 20 Identifying Matching Data in Microsoft Dynamics CRM Identifying Matching Data in Microsoft Dynamics CRM Once you have successfully set up the Paribus Discovery for Microsoft CRM Component Plug in you are now ready to begin identifying matching duplicate Microsoft CRM Accounts Co
37. ction Aliases Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 35 Processing Duplicate Records in Microsoft Dynamics CRM Creating a new CRM Connection Alias Clicking on the Add button within the Manage Microsoft Dynamics CRM Service Connections dialog displays the Add New Microsoft Dynamics CRM Service Connection Settings dialog Microsoft Dynamics CRM Service Connection Settings Microsoft Dynamics CRM Service Define the connection settings to connectto your Microsoft Dynamics CRM Service Service Connection Alias Name My CRM Database Service Connection URL http form 20 11 5555 MSCRMServices 2007 AD CrmDiscoveryService asmx Microsoft CRM Service Settings Microsoft CRM Service Version Specify the version of the CRM Service to connect to Version cRM 2011 CRM caia Name Enter the name of your Microsoft CRM Server Microsoft CRM Deployment Type server CRM2011 Specify the type of CRM deployment you wishto connect to On Premise Select this option if your Microsoft CRM deployment Port Num ber is alocal on premise solution Enter the Port Number of your CRM Server Website Port Number Soa Default 5555 Internet Facing Deployment Select this option if your Microsoft CRM deployment is connected to the Internet Internet Facing oris a hosted CRM solution Organisation Name Select the name of the Organisation for your CRM Service
38. d presents the following data update warning page Paribus Data Merge Wizard CRM Accounts Paribus Merge of CRM Accounts Step 5 of 6 Important Database Update Warning The Paribus merge process will perform significant changes to your Microsoft CRM database Please acknowledge the following operations of the Paribus merge process The Primary record within each Paribus match group will inherit all of the group s subordinate information from the related child records duplicates The duplicate records within each group will be deactivated Before proceeding with the Paribus merge process we highly recommend you perform the following actions Perform acomplete backup of the CRM database Due to a potential performance impact you may consider running this process outside ofnormal operationalhours if possible Disclaimer Although every effort has been made to ensure the processing by this software product will not damage or corrupt your data we strongly recommend you perform the above actions to safeguard against such eventualities In the unlikely event that data becomes lost or corrupted QGate Software cannot be heldresponsible Tacknowledge and agree with the above statements Cancel lt Back Next gt Figure 29 Paribus Merge CRM Accounts Wizard Data Update Warning page Confirmation that the warning outlined in this page is acknowledged and understood is required by the che
39. d the first match process The criteria for this match process should ideally be based upon similar sounding Contact names title first and last and an exact match on Microsoft CRM Account ID This will ensure that only contacts at the same Account are deemed potential duplicates This is an important consideration when dealing with person names as many people can share the same name but are however technically not the same person i e Mr John Smith Adding the Account relationship into the matching criteria can help to reduce the occurrence of this Paribus Discovery for Microsoft Dynamics CRM Match Definitions The Paribus Discovery for Microsoft Dynamics CRM Match Definitions set you imported during the set up see page 15 provides three example Match Paribus Sessions e One matching Microsoft CRM Accounts Match Process 1 e One matching Microsoft CRM Contacts Match Process 2 Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 21 Identifying Matching Data in Microsoft Dynamics CRM e Additionally an example session for matching Microsoft CRM Leads Running a Paribus Match Session Let s begin by running the first of our Paribus Match Session to identify matching Microsoft CRM Accounts To achieve this we will use the sample Match Sessions supplied in the Match Definitions we imported earlier P From the main Paribus application screen select left click
40. dentials requires that your current Windows login is defined as an authorised user on the CRM Domain and CRM Server e f Default Credentials is not possible then a specific CRM User account may be used by selecting Specify Credentials and specifying the appropriate Username Password and Domain e Clicking the Connect button will action the connection test process Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 37 Processing Duplicate Records in Microsoft Dynamics CRM e Ifthe connection test was successful the message box similar to the following will be displayed detailing the success of the test CRM Connection Test i Connection to Dynamics CRM Server was successful e lf the test was not successful the message box will be displayed provides information on the nature of the failure Check that the connection details you provided have been defined correctly and retry the test operation If the problem persists please contact your Microsoft CRM Administrator e To close the Microsoft Dynamics CRM Connection Test dialog click the Close button Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 38 Processing Duplicate Records in Microsoft Dynamics CRM Paribus Discovery for Microsoft Dynamics CRM Plug in Main Menu Once the Paribus Discovery for Microsoft Dynamics CRM Component
41. dresses and manage Do not solicit flags Click Next to continue Cancel lt Back Figure 28 Paribus Merge CRM Accounts Wizard CRM Entity Data Merging page Once you have chosen a Merge Rule click the Next gt button to advance to the next step Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 46 Processing Duplicate Records in Microsoft Dynamics CRM Custom Rules lt is also possible to create additional Entity Data Merge Rules to implement custom merge operations if required Custom Entity Data Merge Rules require NET development For more information on how to develop these please contact QGate Software or your Paribus software supplier Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 47 Processing Duplicate Records in Microsoft Dynamics CRM Step 5 of 6 Data Update Warning Until this point the whole Paribus data matching process has only accessed the data within your CRM database in a read only manner and has not performed any update to the data it has accessed Due to the very nature of the Paribus data merge process the data within you CRM database will now be affected by the outcome of this task To ensure that you are fully aware of the implication of this together with advice and guidance upon how best to safe guard against accidental data lost the Merge Wizar
42. eansing To Paribus match Microsoft Dynamics CRM Online data firstly this data should be extracted via the Scribe Online Replication Service into a local data store Once extracted Paribus can then match your CRM data within the local data store to identify matches in the normal way Once matches have been identified and reviewed the Paribus Discovery for Microsoft Dynamics CRM Plug in can then be used to connect directly back to your Microsoft Dynamics CRM Online instance to perform the merge purge data cleansing process Data cleansing Merge Purge occurs directly upon your Microsoft Dynamics CRM Online instance and not the local data store extract Data Extract Data Merge Microsoft Dynamics CRM Online 4 We SCRIBE Scribe Online i Replication Service Paribus Enterprise Data Import i Data Matching Local Data Store Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 55 Appendix B Matching Data with Microsoft Dynamics CRM Online Data Updates and Validity Because the CRM data has been extracted for the purposes of Paribus data matching the validity of this data extract will naturally not reflect the live instance of your CRM system To best ensure the matching results are a true reflection of your CRM system ensure the Scribe Online Replication Service is configured to refresh at a suitable frequency Reference For more information on the
43. eeeneeeneeeees 8 Pre defined Set of Paribus Match Definitions cccccccssseccceceeseeceeceeseeeeeceeeseceeseeaseceeseeaeceeseaeeeeeesaaeeees 8 Custom Component Plug in for Processing Duplicates ccccccccsseseeeceeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeaaeeeeeeeeeseaas 8 BU SS ossissniiia a eeueaeon too deus deecaeen doses cues 9 chent WorkstalO ssr E E EE REAR 9 Paribus Discovery for Microsoft Dynamics CRM System Requirements c cscccceesseeeeeeeeeeeeens 9 Setting up Paribus Discovery for Microsoft Dynamics CRM ccsseeeeseeeneeeeees 10 PADON AM IOUS een eae e E E E E eaceacameaunees cee 10 Matching Data with Microsoft Dynamics CRM Onlin cccccccecececccceeeceeeseeeeeeeeeesaeeeseeeeeesseaaeaeees 10 Step 1 Defining a Paribus Data Provider for Microsoft Dynamics CRM ccccsesseeeeeeeeeeeeeeees 10 MADON MIAN INOS aes ice Ze neta E E EE E E E E 10 Configuring Your Paribus Data Provider cccccccseeeececceeeceeeeeeeeeceeeeeeeeeceeeeesseeesseeeeeeessaeaeeeeeeesssaaaeeeeeees 13 Step 2 Importing Paribus Definitions for Microsoft Dynamics CRM Databases c cceecceee 15 How to Import Microsoft Dynamics CRM Match Definitions ccccccccccccceeeeeeseeeeeeeeseeeeeeeeeeeeeesaaaeeeeeeess 15 Step 3 Testing Your Paribus Discovery for Microsoft Dynamics CRM Setup ccceeseeeeeees 17 Performing the Database Test ccccccsseeccccc
44. elected anincorrect Paribus Match Session You do nothave access to the CRM entity being tested The CRM entity being tested may have already been removed If this Match Session was selected in error then click Reselect Session to return to the Paribus Match Session selection page If you wish to continue processing theseresults as CRM Accounts then click Continue to begin the merge process Reselect Session Continue Cancel Figure 26 Paribus Merge CRM Accounts Wizard Match Session Conflict page The validation process performed is based upon an attempt to access the first item in the Paribus Match Results and validate it as a valid CRM entity to the current CRM merge process Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 43 Processing Duplicate Records in Microsoft Dynamics CRM Probable Causes for Validation Failure The Match Session validation test can failure for any of the following reasons e You may have mistakenly chosen a Paribus Match Session that does not match with the current merge process e g the selected Match Session contains CRM Contacts when the Merge Wizard is being used to process CRM Accounts e You do not have user access rights to access the CRM entities within the selected Paribus Match Results e The CRM entity being tested does not or no longer exist If none of the above causes are likely
45. en eee ee 25 Match CondillonS scoene dale eaten dic anaes ects csicennitie sores EEE Ei EE 26 MANINO FOC OSS eet eerie ner oe res meet ere E eee ae ee nee eee ere eee 27 PROCS SSAC ODUONS ase cect eee setes Secsiece det aane boo Stcavenar S E 27 Paribus for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved Table of Contents Reviewing your Microsoft Dynamics CRM Paribus Match Results 008 29 The Parbus Review WV INGOW eis ihcseaiivticieds iaeccctitiaivtaitetuacduticddatiet net iaiete ivedik ated tends 29 Review Process ODISCIIVES neti scencace ieee ieeealdectiast Samceseanidencates Veen acda E a 30 Match Group Statuses for Microsoft Dynamics CRM Results ssssecccceeeceeesseeeeeeeeeaeeeceeeeseeaaeseeeeess 30 Group Member Roles for Microsoft Dynamics CRM ReSUItS ccccccseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeseeeesaaees 31 Assisting the Review Process Duplicate Summary Information ccscccccceeceeeeseceeeeeeeaeeseceeeeseeaensees 32 Recording Notes and Comments siei 32 Part Review Part Process DupliCates ccccccccccsseecceseeeeseueeecceeeeceuseecseaeeeesaueeesseeesseueeeesgeeessaseesseneeeess 32 Processing Duplicate Records in Microsoft Dynamics CRM cccsssessseeeeseeeeees 33 The Paribus Discovery for Microsoft Dynamics CRM Component Plug in cccceeeeeeeeeeeeeeeees 33 Microsoft Dynamics CRM Database
46. erforming a Contact match As a result of the Account match process all Contacts should now be consolidated into their respective Accounts These Accounts are now likely to include potential duplicate Contacts as part of the consolidation process When matching Microsoft CRM Contacts the following match criteria is recommend based upon a prior Account consolidation e Paribus Match Set Based upon Contact Name Last First and Title using a Match Method of QMatch e Paribus Match Condition Based upon the Contacts AccountID using exact value matching 2 Use Match Conditions Applying Match Conditions to a Match Session can increase the accuracy of match results considerably Depending on the match threshold used against the Match Set relying on the matches from the Match Set alone can yield some over optimistic matches Applying one or more Match Conditions can significantly reduce this problem Note If too many Match Conditions are applied especially if the Match Condition Operator for the Session is set to AND the match process may yield very few or no results Likewise the underlying data supporting the Match Condition s should also be Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 52 Appendix A Achieving Effective and Efficient Matching well populated to ensure additional matches occur successfully As arule the Match Set threshold shou
47. eseeeecceeueceeccaeseeeeeseaueceeessesueeesseeaeceesseaaeeeesseaeceesseaeeseesaaaneeess 18 Previewing Data Set Results cc ccccccccccecsseeeseeceeeeeeseeseeeeeeeeseaeeaseeeeeesseeeeeeeeeeeesseeeeeeeeeeeeseaaaseeeeeeessaaaasees 18 Step 4 Installing Your Paribus Discovery for Microsoft Dynamics CRM Component Licence 20 Parbus Licence INAV Ae Mowatt cot ctor a decease piorra paiaina cede i Eid akanai se ceedcoie disis idrarda 20 Identifying Matching Data in Microsoft Dynamics CRM ccsscseeseseseeeeeeeeeeeeeeenees 21 Establishing the Matching Process ccccccsssccccsseeeeceeeseeeceeeeeeeseeeeeeseaeeeessauseessaeeeessaueeesaaeeessaaneees 21 Match Process 1 Microsoft Dynamics CRM ACCOUMMS ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeesaeseeeseeeessaeaneeeeees 21 Match Process 2 Microsoft Dynamics CRM Contact ccccccccccceeceseseeeeeeeeeeeeeeseeeeeeeeeseeeeeeeeesssaaaeeeeeess 21 Paribus Discovery for Microsoft Dynamics CRM Match Definitions ccccccccccsseeeeeeeeeeeeeeeeeeeeeeeeeeaeeeees 21 Running a Paribus Match Session ccccccecccceccseeseeeeeeaeeeeeeeseeeeeeeeeseeeeeeeesseaeeeeessueaseeeessaeeeeeeesaaess 22 Defining Refining the Match Session Settings cccccccseescccccceeeeeseeseeeeeeeeeseueeeeeeeeeeesssseeeeeeeeeeeeeeaas 24 Session Match RULES TaD seseris seeren i ri eaa E EE r E RARE e EED EE AREE EAE 24 M Me O e Reree meeee oeRetne ee eee nee eee eee aed eee w
48. ffective and Efficient Matching A Match Dictionary is always built the first time a match process is run against a Data set The Match Dictionary can be retained for a number of days set by the options on the Data Set Options tab to prevent the overhead of rebuilding the Match Dictionary repeatedly with subsequent Session runs If the underlying data changes however it is important to force a rebuild of the Match Dictionary by using the Delete Dictionary function under the Data Set Options tab If the underlying data is constantly changing it may be worth enabling the Generate Match Dictionary every time this Data Set is used option Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 54 Appendix B Matching Data with Microsoft Dynamics CRM Online Appendix B Matching Data with Microsoft Dynamics CRM Online Paribus requires direct access to the data within your Microsoft Dynamics CRM database when performing its data matching process If you intend to perform data matching against an instance of Microsoft Dynamics CRM Online an additional step of data extraction is required To best achieve this extraction QGate recommends the use of the Scribe Online Replication Service This service creates a local database store copy of your Microsoft Dynamics CRM Online database which Paribus then utilizes for data matching purposes Data Extraction Matching and Cl
49. g of Paribus match results Paribus provides the ability for each Match Group being merged to be re evaluated to determine the best primary group member master entity Select the Match Group processing option you would like to usein this operation O As Reviewed Select this option to leave the Match Group as it was manually reviewed Re evaluate Match Group Select this optionto automatically re evaluate the Match Group with a selected rule Use this rule to auto select the Master Account with the most recent CreatedOn date Click Next to continue See lt i Figure 27 Paribus Merge CRM Accounts Wizard Match Group Processing page Here you can choose to leave the Match Group as it was manually reviewed As Reviewed or automatically re evaluate the Match Group with a selected Group Rule Re evaluate Match Group Once you have chosen your option click the Next gt button to advance to the next step Custom Rules It is also possible to create additional Match Group Processing Rules to implement custom group manipulation if required Custom Match Group Processing Rules require NET development For more information on how to develop these please contact QGate Software or your Paribus software supplier Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 45 Processing Duplicate Records in Microsoft Dynamics CRM Step 4 of 6 CRM Entity Data Merg
50. ge Paribus Data Merging Paribus is now merging your CRM Accounts This process may require considerabletime to complete based uponthe amount of records tobe processed Paribus Merge Process Current Process Merging Entities Master Entity Great Bikes Duplicate Entity Great Bicycle Supply Paribus Merge Statistics Match Groups Processed 4of6 Entities Merged 4 Entities Skipped 0 C Note Should you wish to cancel this merge process Paribus will continue to merge the current Match Group Members before cancelling the merge Figure 31 Paribus Merge CRM Accounts Wizard Merging Data dialog The Merging Data dialog provides information of the current merging process the names of the CRM entities being merged and a statistical summary of the merging progress If you wish to cancel the merge process this can be achieved by clicking the Cancel button at any time during the merge process Note however that the merge process will not be cancelled immediately but will continue to merge the current CRM entities to ensure that no data is lost and or records are not part merged Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 50 Processing Duplicate Records in Microsoft Dynamics CRM Merge Process Summary Once the Paribus Data Merge process is complete the Merge Wizard presents a summary of the merge process aribus for Microsoft Dynamics CRM
51. ing When merging CRM Entities within Paribus Paribus provides the ability to merge both 1 to 1 and 1 to Many related data elements ensuring where possible that all data is best preserved Within this process Paribus provides a collection of merge rules and merge operations to best fulfil the master CRM entity with data from the related Duplicate s Each Paribus merge rule will utilize the following techniques to achieve the best data consolidation e Populate missing values e Preserve Do not solicit preferences e Consolidation of Addresses e Appended values e g Descriptions e Ranked values e g Gold Silver Bronze Here you must select the Paribus merge rule to be used when merging this CRM entity Paribus Data Merge Wizard CRM Accounts SaN Paribus Merge of CRM Accounts Step 4 of 6 CRM Entity Data Merging During the merging of CRM entites Paribus will attemptto merge data into the master CRM entity from the related duplicates As part of this merge process all 1 to 1 and 1 to many data values will be consolidated from the duplicate s Select the Paribus Merge Rule you would like to use in this CRM Account merge operation Entity Data Merge Rule Merge Rule Standard Account Merge ha i m b4 r RA a z fa niirmftATarnr arr hiar iE HCCI LI Lota ggm g gri 4 4 gt ral Description Use this ruleto merge missing items within the base Account entity This rule will also preserve all ad
52. ins if required Data Type Company Mames e g Gate Software Y Test Previews View SOL Cancel Help Figure 7 Data Set Definition Dialog The Data Set Definition dialog details information about database tables and columns that are provided by the Data Provider Data Sets provide the information used to drive the matching process For more information on configuring Data Sets see the Paribus on line help information Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 17 Setting up Paribus Discovery for Microsoft Dynamics CRM Performing the Database Test To test the Data Set and the Data Provider you created in Step 1 perform the following Ensure the Data Provider is the one you defined in step 1 Click the Test button to perform a test of the Data Set This test will not only test the content of the Data Set Definition but also test the Data Provider definition If the test was successful the message box similar to the following will appear detailing the count of records e g Microsoft CRM Accounts in your Microsoft CRM database Paribus i Data Set test completed successfully Records in Data Set 1477 If the test was not successful the Paribus Data Set Test Transaction dialog should appear providing information on the nature of any failure Check the actions defined in the preceding steps have been defined correctly and
53. ion Database on the server Select your Microsoft CRM database from the drop down list Test Connection Use this button to test your connection details are valid and correct If tested successfully click the OK button to return to the Configure Data Provider dialog to continue configuring your Data Provider see page 13 If your test was not successful contact your Microsoft CRM systems administrator or consult your SQL Server documentation Configuring Your Paribus Data Provider Once you have successfully configured the connection details of your Paribus Data Provider you are now ready to define the additional settings Data Provider Connection Settings Connection Settings Data Source Type Microsoft SOL Server server Data Source crm OLEDE Database Mame Contoso_MSCRM Connection Timeout S00 Seconda Unlimited Figure 4 Connection Settings of Data Provider This section outlines the Connection Settings information as defined in the section above To change these details click the Configure Connection button The Connection Timeout value denotes the number of seconds a database transaction has to complete before it is deemed to be not responding The default value is 300 seconds 5 minutes however on large databases this value may need to be increased if timeout issues occur Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 13 Set
54. ld be set to about 80 while match thresholds for Match Condition s should be a little higher at about 90 dependent upon the data Typical Scenarios e Company Name Match if a Match Set is based on Company Names applying Match Conditions based on Postal Code Town City and or Phone Number may provide more accurate results e Company Contact Match if a Match Set is based on Company Contact Names applying a Match Condition based on the Company ID assuming the Company data has been thoroughly de duplicated first see Point 1 above will ensure only duplicate Contacts at the same Company are matched e Private Contact Match no Company relationship if a Match Set is based on Private Contact Names applying Match Conditions based on Postal Code Town City and or Phone Number may provide more accurate results 3 If no Match Conditions are used increase Match Set Threshold If no Match Conditions are available or none are applied to the Match Session increase the Match threshold of the Match Set to 90 This will effectively reduce the number of over optimistic matches Use of Extended Matching Extended Matching under a Session s Matching Process options uses more rigorous matching rules and can often result in matches being found that would not otherwise occur This however is at the expense of significantly increased processing time Use Native OLEDB Drivers in Data Providers When configuring the connec
55. n For information on installing and configuring the main Paribus Discovery application see the Paribus Discovery Getting Started Guide For further information on using the Paribus Discovery application see the Paribus product online help For additional reference information on Paribus Discovery see the QGate KnowledgeBase at hitp www QGate co uk knowledge paribus discovery For up to date information on Paribus Discovery and other QGate products please visit the QGate Software website at www QGate co uk Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 7 About Paribus Discovery for Microsoft Dynamics CRM About Paribus Discovery for Microsoft Dynamics CRM Paribus Discovery for Microsoft Dynamics CRM is an extension of the main Paribus application providing custom integration with the CRM database application Microsoft CRM Contained within the main Paribus application the Microsoft CRM integration provides direct access to your Microsoft CRM database for the processing of duplicate Microsoft CRM Accounts Contacts and Leads identified by a Paribus matching process This integration includes Pre defined Set of Paribus Match Definitions Paribus Match Definitions are used in the Paribus matching processes to identify matching information i e duplicate Accounts Contacts and Leads A pre defined set of Paribus Match Definitions mapping to the prima
56. nline information Exact Value Matching performs matches upon a direct comparison with the exception of case This does not typically provide a suitable matching method for Microsoft CRM Account Contact Lead names Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 25 Identifying Matching Data in Microsoft Dynamics CRM Match Conditions The Match Conditions Tab denotes what additional conditions match criteria should be applied when matching your Microsoft CRM Account Contact and Lead names Match Condition Name 4 Microsoft CRM Account Address Postal Code Oldatch 90 AND No O Microsoft CRM Account Address Address Line 1 Qldatch 85 AND No g 7 Microsoft CRM Account Address City Oldatch 85 AND No g Microsoft CRM Account Address Country Oldatch 65 AND No g Microsoft CRM Account Address County OMatch 85 AND No g Microsoft CRM Account Address Full Ollatch 8590 AND No 0O Microsoft CRM Account Address State OMatch 85 AND No g 7 Microsoft CRM Account Fax Number OMatch 85 AND No Match Condition Operator F AND OR Edit Figure 13 Match Session Match Conditions Tab In the case of matching Microsoft CRM Account names a Match Condition of Postal Code or Full Address typically provides an effective condition to the matching process Other Match Conditions can also
57. not always complete and you wish to include items that may otherwise not fulfil the criteria Matching Process The Matching Process Tab denotes which Paribus Match Process should be used when matching your Microsoft CRM Account and Contact names Perform the follawing Match Process ta the above Data Sets d Standard Matching Recommended Perform a standard match process across the data to identity matches based upon common similarities i Extended Matching Perform an extensive match process using sophisicated matching algorithms to establish potentially more matches Warning Extended Matching will increase processing time Figure 15 Match Session Matching Process Tab By default matching Microsoft CRM Accounts Contacts Leads should use the Standard Matching process The Extended Matching process performs a much more granular comparison of the data however this does dramatically increase the processing time required Generally for matching on Microsoft CRM Account Contact and Lead Names extended matching is not recommended Processing Options The Process Options Tab denotes processing options available when performing the Matching Process Group Member Identification sia wW Automatically Identify a Primary Group Member from This option will automatically set a Primary Group Member weithin each Match Group based upon the member vith the highest match score Automatically Identity Member from
58. ntacts and or Leads If you have yet to complete the set up process outlined on page 10 we strongly recommend you do so before continue with this section Establishing the Matching Process Firstly it is greatly important to establish the most effective matching process when wishing to identify duplicate records within your Microsoft CRM database Considering the data structure of Microsoft Accounts Contacts and Leads are all separate but related it is necessary for each of these entities to be processed individually Match Process 1 Microsoft Dynamics CRM Accounts The first match process should be to match Microsoft CRM Accounts to establish a collection of potential duplicate Accounts for consolidation reassignment of related records and de duplication In turn this will consolidate associated Contacts from all duplicate Accounts into a single Master Account There is the potential that the consolidated Contacts are also duplicates within the same Account This issue will be handled in the next match process Match Process 2 Microsoft Dynamics CRM Contacts Once the first match process of Microsoft CRM Accounts has been identified and the results processed against your Microsoft CRM database consolidation and duplicate removal you are then able to execute the second match process against Microsoft CRM Contacts Warning We do not recommend running the second match process until you have successfully complete
59. nto is the same CRM database that was used to perform the matching operations earlier in the process and was used to generate the matches in your Paribus Match Session Paribus is unable able to check this Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 34 Processing Duplicate Records in Microsoft Dynamics CRM Configuring Microsoft Dynamics CRM Connection Details From the main login screen clicking on the eclipse button next to the CRM Service drop down displays the Manage Microsoft Dynamics CRM Service Connections dialog From this dialog you are able to define and edit connections to CRM connections known as Service Connection Aliases A Service Connection Alias contains the connection information e g Organization Server Name and Port Number etc required to connect to your Microsoft CRM database E Manage Microsoft Dynamics CRM Service Connections o o Microsoft Dynamics CRM Service Connection Aliases A CRM Service Connection Aliases define connection information to your Microsoft Dynamics CRM Server Service Connection Alias CRM Server Address Organisation Service Type My CRM Database CRM2011 OGate Sample Data On Premise Close Figure 19 Manage Microsoft Dynamics CRM Service Connections dialog The Manage Microsoft Dynamics CRM Service Connections dialog provides the ability to Add Edit and Delete CRM connection definitions Conne
60. ocess Duplicate Summary Information To assist you in the review process of manipulating Match Groups and Group Members additional summary information is provided in the summary area below the Group Member list The content of the summary is defined within the Information Columns definition of the following Paribus Data Sets e Microsoft CRM Account Account Name e Microsoft CRM Contact Contact Name e Microsoft CRM Lead Lead Name For more information on editing Data Sets see the Paribus online information Recording Notes and Comments Whilst reviewing your Microsoft CRM Accounts Contacts and Leads if you wish to make notes and comments against either the Match Group of individual Group Members this can be done from within the Paribus Review window Making notes is an ideal way of recording observations or comments against the matches as you review them which can then be viewed again later Match Group Notes al If you wish to add a note against a Match Group select the Match Group and click this button Member Tags and Comments Comments If you wish to add a Tag or comment against a Group Member select the Member and click this button The Tag provides the means of attributing a fixed item if data e g Marketing code Campaign code to a Group Member Note The Tag will be recorded against the Account or Contacts Paribus Audit record during the processing of duplicates Part Review Part Process Duplic
61. on Microsoft CRM Accounts Session Match Rules Tab The Session Match Rules tab denotes the Match Set that will be used to initially identify Microsoft CRM Accounts and Contacts i e Microsoft CRM Account Name Match This Match Set defines two Data Sets that are compared in the matching process Data Sets The two Data Sets A and B defined by the Match Set combine the same Data Sets i e Microsoft CRM Account Account Name to provide the ability of performing a self match upon the same set of data Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 24 Identifying Matching Data in Microsoft Dynamics CRM Filters Each Data Set A and B can have an optional filter applied to them which denotes the content of each Data Set A filter may be based upon location e g UK Accounts or perhaps Account Manager Filters provide a useful means of limited the scope of the matching process where appropriate Filters can be managed by clicking the filter icon button Caution When applying a filter avoid using filters that may limit the scope of a Data Set with criteria that may conflict with what you are trying to match An example of a conflicting filter would be to filter Account names as this would potentially limit the ability to match Accounts of differing names but still potentially duplicates e g University of London would not find London University
62. retry the test again If the problem persists please contact your Microsoft CRM Administrator To close the Data Set Definition dialog click the Cancel button Previewing Data Set Results If the Data Set test was successful you may preview the data provided by the Data Set by clicking the Preview button This action will display the Data Set Preview Results dialog Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 18 Wl Data Set Preview Results Setting up Paribus Discovery for Microsoft Dynamics CRM Microsoft CRM Account Account Name fe BO IDE at E a B3065470 C3 B6DaSA70 C3 B9Da5470 C3 BCDe5A470 C3 BFDaSA70 C3 E c2085470 C3 E c5085470 C3 E CADSSATO CS E CADESAFO CS E CED85470 C3 E 03085470 C3 EJ D60654 70 C3 EJ D90654 70 C3 EJ DED85470 C3 E DFDaSA70 C3 E E2085470 C3 E E5C85470 C3 E E5285470 C3 EBD85470 C3 C EED85470 C3 C F1085470 C3 C FEDS5470 C3 C FEDaSA70 C3 C FED85470 C3 C 01095470 C3 C 04095470 C3 SI nemne ae a lt 1S SE mn LI First America First America First Processing Three D Systems Amorim Motors Mountain Ranch AD Foods ADCS Industries ALM Electronic Associates ANA Financial APRA International APS Estate Marketing Corp ATEL Tech Investment AWA Sys
63. ry data entities of a Microsoft CRM database model are provided with the Paribus Discovery for Microsoft CRM integration These primary entities include e Accounts e Contacts e Leads e Addresses e Telephone Numbers e Websites and email Addresses e Regions Industries Divisions Territories Furthermore the Paribus application provides the ability to customise and or add additional definitions as required Custom Component Plug in for Processing Duplicates Once Paribus has identified matching information e g duplicate Accounts Contacts and or Leads within your Microsoft CRM database the Paribus Discovery for Microsoft CRM Component Plug in provides a complete data management facility for processing duplicate records Processing Removal of Duplicate Records The processing of duplicate records is provided for Microsoft CRM Accounts Contacts and Leads and includes the following features e Reassign consolidate all related information i e Contacts Opportunities Activities History etc from duplicate records over to a nominated master record Note this feature is based dynamically upon your Microsoft CRM data model including any custom database extensions e Remove duplicate Accounts Contacts Leads make inactive e All updates support the Microsoft CRM privilege and security model Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 8
64. tallation and retry this operation Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 22 Identifying Matching Data in Microsoft Dynamics CRM Note If the count of records to be processed is sizeable gt 20 000 Accounts this process may take some time to complete If you wish to cancel the matching process and refine the criteria then click the Cancel button and go to the section Defining Refining the Match Session Settings on page 24 Once the Identifying Matches process has completed a summary report detailing the findings of the process Is displayed Closing the report window will return you to the Identify Matches dialog If Paribus managed to identify matching records you may now review the Match Results see page 29 If Paribus did not manage to identify any matches this may be due to one or more of the following e No duplicate information exists within your Microsoft CRM database e The match criteria defined within the Match Session is set too high see Defining Refining the Match Session Settings on page 24 To close the Identify Matches dialog click the Close button Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 23 Identifying Matching Data in Microsoft Dynamics CRM Defining Refining the Match Session Settings The matching process is defined within your Paribus
65. tch Results the next stage is to review them The Paribus review process is indented to provide an illustration of the duplicate Microsoft CRM Accounts Contacts and Leads found and the opportunity for the user to alter any duplicate relationships if required Important Warning No Microsoft CRM Accounts Contacts and or Leads can be processed removal of duplicate data by the Paribus Discovery for Microsoft CRM Component Plug in until they have been reviewed This is to ensure that no data can be changed or removed without prior confirmation The Paribus Review Window The Paribus Review Process is managed from the Paribus Review Window available from within the main Paribus application Paribus Match Results are contained within the Match Session responsible for generating them W To review Match Results for a given Match Session from the main Paribus application screen select left click the Match Sessions icon in the left hand Match navigation bar Sessions o l This will display the list of existing Match Sessions From this list locate the Match Session you wish to review Right click it and select Review Session from the popup menu Note This option is not available if your session does not contain any results This action will display the Session Match Results window amp Session Match Results Microsoft CRM Account Match Session 4 Microsoft CRM Account Match Session Match Groups 15 of
66. teSoftware com Fault Reporting If you wish to report a fault or an issue with Paribus Discovery please contact your Paribus Discovery software supplier Upgrades and Service Releases Revision upgrades and service releases of Paribus Discovery are available on request from your Paribus Discovery software supplier Warning We strongly recommend you review the release information provided with each release to ensure each upgrade is suitable to apply If you are in any doubt we recommend you contact your Paribus Discovery software supplier All major version release upgrades will require the purchase of a new licence Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 57
67. tems AW Limes Inc Abbott vorldivide Abi Specialty Group Above Marine Access Industries Co Access Gmbh Account Graphics AccuTech Adams Waste Systems Adicom Communications Advanced Billing Advising Group Advisors Company Sis LE ae Key Relationship Key Match value Match Description BODSS470 C37 BSDBSATO Car BEDS 4 70 C37 BSD854 70 C3 7 BCD854 70 03 BFDSS4 70 C37 C2D8S5 470 037 CSDBSAFO C3F CEDSSAFO C3F CADS5S4 O C3 CEDSSAFO C3F D3D854 70 C3 7 DBDSSA 70 037 DSDSS4 70 C37 DCOB54 70 03 DFDSS54 70 C3 7 E2054 70 037 E5085 4 70 C37 E5054 70 037 EBDSS4 70 C37 EEDSS 470 C37 FIDSSA470 C37 FEDSS 470 C37 FADS 470 237 FELES 70 037 01 D954 70 C37 4095 4 70 C37 First America First America First Processing Three D Systems Amorim Motors Mountain Ranch AD Foods ADCS Industries ALM Electronic Associates ANA Financial APRA International APS Estate Marketing Corp ATEL Tech Investment AWA Systems AWM Limes Inc Abbott vorldivide Abi Specialty Group Above Marine Access Industries Co Access Gmbh Account Graphics AccuTech Adame Waste Systems Adicom Communications Advanced Billing Advising Group Advisors Company Info Territory Northeast Northeast Northeast hichwest EMEA Michwest Northwest AsiaPac AsiaPac EMEA AsiaPac Southeast Midwest Southeast Southwest
68. the means of defining the connection to your Microsoft database based upon either a Microsoft SQL Server connection e Give your Data Provider a meaningful name we recommend denoting Microsoft CRM in the name is advisable for future reference e Select the Configure Connection button to begin defining the connection to your Microsoft CRM database From the Data Link Properties dialog Provider tab select the Microsoft OLE DB Provider for SQL Server provider Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 11 Setting up Paribus Discovery for Microsoft Dynamics CRM B Data Link Properties Provider Connection Advanced all Select the data you want to connect to OLE DB Provider s MediaCatalogDB OLE OB Provider MediaLataloghengedDB OLE DB Provider MediaCatalogy ebDB OLE DB Provider Microsoft Jet 4 0 OLE DB Provider Microsoft OLE DB Provider for Analysis Services 9 0 Microsoft OLE OB Provider For Data Mining Services Microsoft OLE DB Provider for OTS Packages Microsoft OLE OB Provider for Indexing Service Microsoft OLE OB Provider for Internet Publishing Microsoft OLE DB Provider for ODBC Drivers Microsoft OLE DB Provider for Olap Services 3 0 Microsoft OLE DB Provider for Oracle Microsoft ULE OB Provider for Outlook Search Microsoft OLE OB Provider for SQL Server Microsoft OLE DB Simple Provider MSD ataS hape OLE DE Provider for Microsoft Direc
69. ting up Paribus Discovery for Microsoft Dynamics CRM Data Provider Authentication Authentication f Use Windows MT Security Trusted Connection f Specify User Name and Password User Mame sa Passyvord estes W Save Password Figure 5 Authentication Details of Data Provider This section denotes the authentication details required to connect to your Microsoft CRM database Important Note This should always be the Microsoft CRM administration ID e g sa and not a Microsoft CRM username The NT Security Trusted Connections can also be used when the Microsoft CRM database is on the same domain as the Paribus application The Save Password option enables the password to be saved within the Data Provider definition and prevents a password prompt being displayed any time the password is required Please note that saved passwords are stored securely under encryption For more information on configuring Data Providers see the Paribus on line help information Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 14 Setting up Paribus Discovery for Microsoft Dynamics CRM Step 2 Importing Paribus Definitions for Microsoft Dynamics CRM Databases The Paribus matching processes are supported by a collection of Paribus Match Definitions which define what information is to be matched upon and where this information is sourced e g your Microsoft CRM database
70. tion to the underlying data in a Data Provider always use the native OLEDB Provider where possible Native OLEDB providers are usually more efficient than their ODBC counterparts Only use an ODBC connection if a native OLEDB provider is unavailable Select Data Set fields and joins with care Including many information columns in a Data Set s definition can be very beneficial when reviewing the match results However more information columns and associated database table joins can slow the matching process Therefore only include those columns that are useful and likely to be well populated with data Index the underlying data tables Look ups on the underlying data will be quicker if the relevant columns in the database table s have appropriate indexes in place Typically the Primary Key Foreign Key and any join columns defined in the Data Set should be indexed Likewise if any filters are being used the look up columns of those filters should also be indexed Set Paribus Match Dictionary rules carefully Each Data Set has one or more associated Paribus Match Dictionaries depending on the use of filters A Match Dictionary contains intelligent references to the data being matched upon and is used by Paribus to achieve intelligent matching using QGate s QMatch matching component Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 53 Appendix A Achieving E
71. tory Services we Hent gt gt Cancel Help Figure 2 Data Link Properties Dialog Provider Tab Once you have selected the provider click Next gt gt S Data Link Properties Provider Connection Advanced All Specify the following to connect to SOL Server data 1 Select or enter a server name erm Refresh 2 Enter information to log on to the server C Use Windows NT Integrated security Use a specific username and password User name 3a Se Password Blank password 3 Select the database on the server Contoso_MSCAM Attach a database file az a database name AO T E Test Connection OF Cancel Help Figure 3 Data Link Properties Dialog Connection Tab Paribus Discovery for Microsoft Dynamics CRM User Guide Copyright QGate Software Limited All rights reserved 12 Setting up Paribus Discovery for Microsoft Dynamics CRM From the Connection Tab complete the following details relating to the SQL Server hosting your Microsoft CRM database Server Name This is the name of the SQL Server machine Logon Information Select the Use a specific user name and password option and specify the user name and password that owns your Microsoft CRM database this is typically sa Allow saving password Selecting this option avoids users needing to know or remember this when later performing a match process We recommend checking this opt
72. ved 36 Processing Duplicate Records in Microsoft Dynamics CRM Performing a CRM Database Connection Test Whilst defining new database connections or editing existing one the Connection Settings dialog provides the ability to test the connection details you are configuring This process provides a useful confirmation check that the connection you are defining is valid and correct From within the Microsoft Dynamics CRM Service Connection Settings dialog is a Test Connection button which enables you to test a given Connection Alias Clicking the Test Connection button will display the following Screen Microsoft Dynamics CRM Login Microsoft Dynamics CRM Microsoft CRM Service On Premise Specify your Microsoft Dynamics CRM login credentials ServerName CRM2011 Organisation QGate Sample Data Login Credentials Windows Authentication Default Credentials Specify Credentials User Name Password Domain Version 3 0 5 0 420110323 Figure 21 Microsoft Dynamics CRM Connection Test e At the top of the Connection Test dialog is a summary of the Connection Alias definition e The connection test can be performed using either Default Credentials e g Active Directory or Specific Credentials Specify the authentication mode which best suites your environment o If you are connecting to an Online CRM service you will be required to enter your Microsoft CRM Online ID e The use of Default Cre
73. y for Microsoft Dynamics CRM Component Licence Important Note Ensure you have successfully completed the steps outlined within this section before attempting to action any of the options available from the Paribus Discovery for Microsoft CRM Component Plug in Matching Data with Microsoft Dynamics CRM Online Paribus requires direct access to the data within your Microsoft Dynamics CRM database when performing its data matching process If you intend to perform data matching against an instance of Microsoft Dynamics CRM Online an additional step of data extraction is required For more information on how to perform data matching with Microsoft CRM Online please refer to Appendix B Matching Data with Microsoft Dynamics CRM Online Step 1 Defining a Paribus Data Provider for Microsoft Dynamics CRM To enable Paribus to match the data contained within your Microsoft CRM database you must first define the source of that data This is achieved by defining a Paribus Data Provider Important Notes e lf you are matching against data in a Microsoft Dynamics CRM Online instance the Paribus Data Provider should point to your local CRM data extract For more information on how to match data within Microsoft Dynamics CRM Online and how to achieve a local data extract please refer to Appendix B Matching Data with Microsoft Dynamics CRM Online e The Microsoft CRM database defined within your Data Provider must be the primary Microsoft CRM D

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