How to merge accounts

Currently only Salesforce Administrators have access to merge accounts.  Please put in a request using this form to have accounts merged.  Include the URL of the account you want to keep as well as any details such as, keep the address from this account, but keep the fields from all others.

• Step-by-step guide
• Company Translation Tool

Step-by-step guide

1. Identify which accounts may need to be merged
   
   
   
   
2. Figure out which account should be used as the account going forward.  This is usually the account that is owned by someone in External Relations and has the most activity, contacts, etc.
   
   
3. Copy the Account ID from the URL of the account you want to keep.
   
   
4. If the Accounts are not showing up as duplicates in the lightning duplicate rules box, you may need to edit the accounts to that they match - this will allow you to merge them in Lightning.  Otherwise, switch to Salesforce Classic and merge accounts using the Merge Accounts link at the bottom of the Account tab.
   
   
5. Now that all accounts are showing up as "duplicates" - Click on the View duplicates link
   
6. Click on up to 3 accounts at a time that you want to merge
   
   
7. Pick and choose which values in each field to keep for the merged Account record. 
   
   
8. Click on Merge Accounts
9. NOTE: If you receive an error message that looks like this:
10. 
11. Check to see if the account is a customer portal account in the previous merge screen (You may need to "Show All Fields").  
12. 
    
    
13. Repeat steps 5-8 until you only have one Account.
    
    
14. IMPORTANT: You MUST complete the following steps, otherwise, those accounts will re-appear the following day.
    
    

Company Translation Tool

1. Open the Company Translation Tool located here (J:\JGSM Fileserver - S Drive\Salesforce\CompanyTranslationTool\Production) and click on the Johnson.CompanyTranslationTool.exe  (Note: if someone does not have access to this folder you can request access through itrequests@business.cornell.edu 
   1. If you are a member of JCB-IT, you should be able to access the Company Translation Tool.  You may still need to request access to the database holding the company data.
   2. If you are NOT a member of JCB-IT but are granted access to Company data, access the tool in the following way:
      1. Logon to JCB-VPN:
         1. Group: "Two-Step Logon"
         2. Username: netid@JCB-VPN (case sensitive)
         3. your password
         4. enter: "push" (no quotes) in the last box
         5. Respond to the 2-Step request sent via your preferred method.
      2. Open Remote Desktop Connection and navigate to jcb-ctt.business.cornell.edu using your CORNELL\netid credentials
         1. If you haven't launched Remote Desktop Connection before:
            1. Click on the Windows icon in your taskbar (bottom left of most screens) and type, "remote" (no quotes) - that launches an app search
            2. "Remote Desktop Connection" should appear - click on it to launch the remote desktop interface.
            3. OPTIONAL: right-click on the Remote Desktop Connection ICON in your task bar and select, "Pin to Taskbar" so it is readily available for next time.
         2. FIRST-TIME LOGON: you may not have the J: drive mapped.  Instructions to map the J: drive are here.
         3. Navigate to J:\JGSM Fileserver - S Drive\Salesforce\CompanyTranslationTool\Production and click on the file, Johnson.CompanyTranslationTool.exe
   3. Company Translation Tool:
      
2. Use the search box to narrow the list down.  Use can use % as a wildcard in any 
   
   
   
3. Click ONCE on the link for the account that should be the master account.  See step 3.  Make sure these two numbers match.  In this case, it's the second on the list.  I want to make sure the last 4 on the list (the ones I merged in SF) are now updated to that number.  Clicking once, copies the ID.  Now, click on the checkbox next to all of the accounts that should now flow to that account instead of creating their own.  Click UPDATE.
   
   
4. The Salesforce ID is now updated with the master account ID.
   
   
   15. The next time the Peoplesoft update runs, instead of creating 5 accounts for each variation of Genentech, it will use the Genentech Account with the Salesforce ID.

Duplicate Rules for Accounts look for:

(Account Name AND Billing Street)

OR (Account Name AND City AND State)

OR (Account Name AND ZIP)

OR (Account Name AND Phone)

OR (Website AND Phone)

OR (Website AND Billing Street)