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#### About Record Duplicates and External IDs When you import records, you can choose one of the following options to handle duplicate records: By not importing the duplicate records By overwriting the existing records NOTE: The overwriting option is not available when you import Appointment User, Task User, or Notes. New records are always created for these record types. By creating additional records for the duplicates (Contacts, Leads, Appointments and Tasks only) If you choose to overwrite existing records when you import your data, Oracle CRM On Demand checks whether the record in your import file is a duplicate of an existing record in Oracle CRM On Demand by checking the values in the fields that are used to check for duplicate records. If your record is a duplicate, Oracle CRM On Demand updates the fields on the existing record in Oracle CRM On Demand with the values from the record that you import, with the exception of the fields that are used to check for duplicate records. On many record types, you can use either the External ID field or a predefined set of fields to check if the record in your import file is a duplicate of an existing record in Oracle CRM On Demand. If you use the External ID as the field to check for duplicate records, then when a duplicate record is found, all of the fields on the record in Oracle CRM On Demand are updated, with the exception of the External ID field. Similarly, if you use the predefined set of fields to check for duplicate records, all fields other than the duplicate-checking fields are updated on the record in Oracle CRM On Demand. If you use the predefined set of fields to check whether the record in your import file is a duplicate of an existing record, then Oracle CRM On Demand checks the value in all of the predefined fields to determine whether the record is a duplicate. If the values in all of the predefined fields in the CSV file exactly match the values in all of the corresponding fields on an existing record, then the record is a duplicate. For example, assume that you import a contact record, and the values in the First Name, Last Name, Work Phone #, and Email fields match the values in an existing record. The record you are importing is then considered a duplicate. However, if the values in the First Name, Last Name, and Email fields match the values in an existing record, but the Work Phone # field is blank in your CSV file and is not blank in the existing record, then the record in the CSV file is not considered a duplicate. For example, on the Account record type, you can use the External ID field, or a combination of the Account Name and Location fields to check for duplicate records. If the record in your file is a duplicate record, the existing record in Oracle CRM On Demand is updated with the data from your import file as follows: If you used the External ID field to check for duplicates, all fields other than the External ID field are updated on the record in Oracle CRM On Demand. If you used the Account Name and Location fields to check for duplicate records, all fields other than the Account Name and Location fields are updated on the record in Oracle CRM On Demand. To update records Set up your import CSV file with a column for the External IDs, or for all of the duplicate checking fields for the record type. Make sure that the External IDs for the duplicate checking field values are exactly the same as the values for the existing records. If you are using External IDs, each one must be unique in the system for the update to work. Include at least all required fields in your import CSV file. Select the Overwrite Existing Records option in Step 1 of the import assistant. Make sure that you map the External ID field or all of the duplicate checking fields in the Field Mapping step of the import assistant. Complete all of the import assistant steps to import the data. When you use the import assistant to update records, only fields that you map in the Field Mapping step are overwritten. Therefore, if you have fields that do not need to be updated, and they are not required for duplicate checking, you do not have to map those fields. If External IDs exist and you have mapped them during the import process, the application uses them to determine if a record is a duplicate. When importing other record types, you can use those External IDs as references so that the associations are carried over to Oracle CRM On Demand. For example, if you have an account_id column in your account.csv file, you want to map it to the External Unique ID in Oracle CRM On Demand. When importing contacts, if your contacts.csv file contains a contact_id column (the unique ID for the contact) and an account_id column (a reference to the IDs in the account.csv file), you should map the contact_id to External Unique ID and account_id to Account External ID. During the import process, the application checks the account_id field in each contact record to determine the existing account and link the account to the contact. If no External IDs exist or you do not map External IDs in your file to the External ID fields in the application, the application determines duplicates by comparing certain fields. The following table lists the fields that are used to determine record duplicates.
Records of This Type | Are Duplicates If These Fields Match
--- | ---
Account | Account Name and Location OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Account Address | Account, Address, and Address Type
Account Book | Account and Book
Account Contact | Account Name and Contact Full Name OR Account External ID and Contact External ID (Created by another software system) OR Account ID and Contact ID (Oracle CRM On Demand Internal ID)
Account Team | Account and User
Accreditation | Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Accreditation Request | Id OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Address | Address Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Allocation | Product, Type, Owner, and Start Date OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Application | Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Appointment | External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID) NOTE: Oracle CRM On Demand does not check for duplicate records when appointments are created through the user interface.
Appointment Contact | Appointment External ID, Contact (Contact External ID or Contact Full Name)
Appointment User | Appointment External ID, User (User Sign In ID or User External ID)
Asset | External ID (Created by another software system)
Blocked Product | External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Book | Book Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Book User | Book ID, Book External ID, or Book Name if you are identifying existing books User Sign In ID, User External ID, or User ID if you are identifying book users within the book
Broker Profile | Broker Profile Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Business Plan | Plan Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Campaign | Source Code OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Campaign Recipient | Campaign (Campaign External ID or Campaign ID), Contact (Contact Full Name or Contact External ID), Source Code NOTE: You must provide either Contact Full Name or Contact External ID, but not both.
Certification | Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Certification Request | Id OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Claim | Claim Number OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Contact | First Name, Last Name, Work Phone No. and Email OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID) NOTE: Oracle CRM On Demand does not check for duplicate records when contacts are created through the user interface.
Contact Address | Contact, Address, and Address Type
Contact Book | Contact and Book
Contact State Licence | Licence Number OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Contact Team | Contact (Contact Name or Contact External ID) and User (User ID)
Course | Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Course Enrolment | Id OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Coverage | Coverage Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Custom Objects 01, 02, 03 | External ID (Created by another software system) NOTE: Oracle CRM On Demand does not check for duplicate records when custom object records are created through the user interface.
Custom Objects 04 and higher | Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID) NOTE: Oracle CRM On Demand does not check for duplicate records when custom object records are created through the user interface.
Damage | Damage Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Dealer | Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Deal Registration | Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Event | Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Exam | Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Exam Registration | Id OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Financial Account | Financial Account OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Financial Account Holding | Financial Account Holdings Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Financial Account Holder | Financial Account Holder Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Financial Plan | Financial Plan Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Financial Product | Financial Product Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Financial Transaction | Transaction ID OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
HCP Contact Allocation | Contact ID, Product ID, Allocation Type, and Start Date OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Insurance Property | Type OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Inventory Audit Report | Reported Date OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Inventory Period | Start Date OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Invitee | Event and Contact Name (Contact Full Name or Contact Full Name and Contact ID) OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Involved Party | Involved Party Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Lead | First Name, Last Name, Company, Primary Phone No. and Email OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID) NOTE: Oracle CRM On Demand does not check for duplicate records when leads are created through the user interface.
MDF Request | Request Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Messaging Plan | Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Messaging Plan Item | Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Messaging Plan Item Relations | Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Note | No duplicate checking (Always creates new records)
Objective | Objective Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Opportunity | Opportunity Name and Account (Account Name or Account External ID) OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Opportunity Contact Role | Opportunity Name and Contact Full Name
Opportunity Product Revenue | External ID (Created by another software system) NOTE: Oracle CRM On Demand does not check for duplicate records when opportunity product revenue records are created through the user interface.
Order | Order Number OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Order Item | Order Item Number OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Partner | Partner Name and Location OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Partner Programme | Partner Programme Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Plan Account | Relationship Code OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Plan Contact | Contact Full Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Plan Opportunity | Opportunity OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Policy | Policy Number OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Policy Holder | Policy Holder Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Portfolio | Account Number and Product OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Price List | Price List Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Price List Line Item | LineItem OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Product | Product Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Product Indication | Product Indication Name OR Row ID (Oracle CRM On Demand internal ID)
Product Category | Category Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Sample Disclaimer | Relationship Code OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Sample Inventory | Relationship Code OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Sample Lot | Lot # OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Sample Request | Order Number OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Sample Request Item | Order Item Number OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Sample Transaction | Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Service Request | SR Number OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Social Profile | Author and Community OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Solution | Title OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Special Pricing Product | Item Number OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID) NOTE: Oracle CRM On Demand does not check for duplicate records when special pricing product records are created through the user interface.
Special Pricing Request NOTE: In the import assistant, this record type is shown as SP Request. | Request Name OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Task | External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Task Contact | Task External ID, Contact (Contact External ID or Contact Full Name)
Task User | Task External ID, User (User Sign In ID or User External ID)
Transaction Item | Sample OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
User | User ID OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Vehicle | VIN OR External ID (Created by another software system) OR Row ID (Oracle CRM On Demand internal ID)
Vehicle Contact | Vehicle and Contact
CAUTION: When updating files, it is recommended that you map either the External ID or the other set of fields for determining duplicates; if you map both of these, you risk overwriting fields used for duplicate checking that you might not want to overwrite. For example, if you map the External ID, Account Name and Location when updating account records, and a duplicate is found based on the External ID, the Account Name and Location overwrite the existing values in the database. If there are no duplicates found based on the External ID, the system checks for duplicates based on Account Name and Location, and if found, overwrites the External ID in the database. ### Account Import and External ID Summary When importing accounts, you specify how you want the application to handle duplicate records: Don't Import Duplicate Records If duplicates are found, the duplicate record is not imported. Overwrite Existing Records If duplicates are found, the existing record is updated. If more than one duplicate is found, then no records are inserted or updated. After selecting the behaviour, you have the option of mapping fields, including these two external IDs available with account imports: External Unique ID. Refers to the external ID of the current record to be imported. The External Unique ID is directly involved in duplicate checking, as described in this section. Parent Account External ID. References the external ID of the parent record for the current record. The behaviour surrounding each of these external IDs is independent of each other. #### Scenarios for External Unique IDs Scenario A - External Unique ID is not mapped Duplicate checking is based on Account Name and Location. If a duplicate is found, the behaviour is determined by the selected duplicate checking option. Scenario B - External Unique ID is mapped Import first tries to find a duplicate record using the External Unique ID. Scenario B1 - Single Duplicate External ID Found Account Name and Location are checked for duplicates outside of the currently matched record, and if a duplicate is found, no records are updated or inserted. If the duplicate checking option is set to Overwrite Existing Records, then the record is updated (including Account Name and Location). If the duplicate checking option is set to Don't Import Duplicate Records, then no records are updated or inserted. Scenario B2 - Multiple Duplicate External IDs Found No Records are inserted or updated. Scenario B3 - No Duplicate External ID Found Import now checks duplicates based on the Account Name and Location. Scenario B3a - No Duplicate Account Name and Location Found. Record is inserted. Scenario B3b - Single Duplicate Account Name and Location Found If the duplicate checking option is set to Overwrite Existing Records, the record is updated, including the External Unique ID. If the duplicate checking option is set to Don't Import Duplicate Records, no records are updated. Scenario B3c - Multiple Duplicate Account Name and Locations Found No records are inserted or updated. Scenario C - External Unique ID is not Mapped The Account Name and Location are used to perform duplicate checking. Scenario C1 - Single Duplicate Account Name and Location found If the Duplicate Checking option is set to Overwrite Existing Records, then the record is updated. If the Duplicate Checking option is set to Don't Import Duplicate Records, then no records are updated or inserted. Scenario C2 - Multiple Duplicate Account Name and Location found. No records are updated or inserted. Scenario C3 - No Duplicate Account Name and Location found Record is inserted. #### Scenarios for Parent Account External IDs The Parent Account External ID is only used to set the associated Parent Account Record. It has no impact on duplicate checking or updates. Scenario A - Parent Account External ID is Mapped Import uses the Parent Account External ID to determine the Parent Account only. Scenario A1- Multiple records match Parent Account External ID Parent Account is not set. Scenario A2 - Single Record matches Parent Account External ID Parent Account is set. Scenario A3 - No records match the Parent Account External ID Parent Account is not set. Scenario B - Parent Account External ID is not Mapped Import uses the Parent Account Name and Parent Account Location to determine the Parent Account. Scenario B1 - Multiple records match Parent Account Name and Parent Location. Parent Account is not set. Scenario B2 - Single Record matches Parent Account Name and Parent Location Parent Account is set. Scenario B3 - No records match the Parent Account Name and Parent Location Parent Account is not set.

Published August 2022 | Copyright © 2005, 2022, Oracle and/or its affiliates. Legal Notices.