Overview

The Lead Deduplication Tool provides administrators with a controlled, self-service way to improve lead data quality by identifying and deactivating duplicate dialable lead records. The goal is to reduce over-dialing, improve compliance, protect DID reputation, and optimize dialing efficiency.

Key Benefits

• Improves Data Hygiene: Cleans up duplicate lead records across accounts, campaigns, lists, or campaign purposes.

• Reduces Compliance Risk: Helps prevent TCPA/FCC violations by minimizing spam/scam flagging caused by repeated calls to the same number.

• Protects DID Reputation: Reduces excessive dialing activity that can negatively impact caller ID health.

• Increases Operational Efficiency: Optimizes dialable inventory, reduces unnecessary infrastructure usage, and can lower customer acquisition costs.

How It Works

1. Select the scope for deduplication (Account, Campaign, List, or Campaign Purpose).

2. Admin schedules an asynchronous deduplication job, typically during off-hours.

3. The system identifies duplicate lead records within the selected scope.

4. One Golden Lead Record is retained based on configurable criteria such as:

   • Latest Created

   • Latest Called

   • Inbound Lead Source

5. All other duplicate records are moved to a system-owned Inactive list, making them immediately non-dialable while preserving historical data.

6. Email notifications are sent when processing is complete.

Lead Deduplicator

The Lead Deduplicator page allows users to view and manage lead deduplication jobs. Users can search existing jobs, review job statuses, and schedule new deduplication processes.

• Click the Apps main menu.

• Click the Lead Deduplicator menu option.

The Lead Deduplicator page will open.

The table shows all Scheduled Lead Deduplicators.

Schedule Lead Deduplicator

The Schedule Lead Deduplicator page is used to configure, test, and schedule a lead deduplication job.

The process consists of four sections:

• General Settings: Define the deduplication job.

• Lead Deduplicator Settings: Configure duplicate identification and retention rules.

• Scheduling Settings: Schedule the Deduplicator job.

• Test Run: Validate the deduplication results before scheduling.

• Click the Schedule Lead Deduplicator button.

A new Schedule Lead Deduplicator page will open.

General Settings Section

Name and Description fields help distinguish scheduled deduplication jobs from one another.

Field	Description
Name	Unique name assigned to the deduplication job.
Description	Optional description to document the purpose of the deduplication job.
Status	Indicates whether the deduplication job is active or inactive.

Lead Deduplicator Settings

A maximum of 250,000 lead records may be analyzed per deduplication job. Options highlighted in red exceed this limit and cannot be selected. Lead counts are updated nightly and reflect the previous business day's close.

 

Field	Description
Lead Scope	Select which Lead Record should be retained. Defines the set of Leads that will be included in the deduplication process. Each option opens an extra field for selecting which Campaigns, Lists, or Purposes to be included.
When Duplicates Are Found	Determines which Lead Record should be retained when duplicate records are identified.
Retain Inbound Leads	Retains any Lead record found as a result of an inbound call in addition to the selected duplicate retention rule. When enabled, preserves any Lead Record generated from an inbound call regardless of other retention settings.
Target Inactive List	Duplicate Leads are automatically moved to the inactive list. Specifies the inactive list where duplicate Lead Records will be moved after processing.

Scheduling Settings Section

Field	Description
Date	Scheduled execution date for the deduplication process. Lead deduplication will be executed after hours on the selected date. Only one job can be scheduled at a time. Remove a date and save to unschedule a job. Date cannot be more that eight (8) days away.
Email Confirmations	One or more email addresses that will receive notifications regarding the test run and final deduplication results. Confirmation notifications are sent once the test run or scheduled deduplication completes. When Scheduling, an email for the confirmation notification is required.

Only one active deduplication job can be scheduled per account at a time. An error modal window will open, instructing you to cancel the already scheduled Lead Deduplicator. 

To unschedule a Lead Deduplicator, remove the date from the Scheduling Settings section.

Mandatory Test Run

Before a deduplication job can be scheduled, a test run must be completed.

Start Test Run

Executes a validation run using the configured deduplication settings and generates projected results.

Test Run is in Progress when the button reads Test Running

Save/Schedule Lead Deduplicator

If there is already a job scheduled, the user cannot save a scheduled new job until the other one is unscheduled or completed.

• You must save before running a test run.

• To save without scheduling, do not enter a date.

• Test run must be done before you can schedule it, before the schedule will run.

• Once a test run has been performed, General Settings and Lead Deduplicator Settings fields will lock and cannot be edited, Scheduling Settings remain editable.

Edit/View a Scheduled Lead Deduplicator

• Click the Name of the Deduplicator or click the Edit option from the Action drop-down.

The Schedule Lead Deduplicator’s settings page will open.

• The General Settings and Lead Deduplicator Settings are locked and cannot be edited.

General Settings Section

The Status will change depending on the state of the Deduplicator job.

Lead Deduplicator Settings Section

Fields are locked and unedutable.

Scheduling Settings Section

Schedule Settings can be edited, however, if there is already a job scheduled, the user cannot save the new job until the other one is unscheduled or completed.

Only one active deduplication job can be scheduled per account at a time.

Mandatory Test Run Results Section

The test run generates a projected summary of the deduplication outcome.

• Post test run the Mandatory Test Run section becomes the Mandatory Test Run Results section.

The results of the test will be displayed in the Mandatory Test Run Results section.

Field	Description
Total Lead Records	Total number of lead records included in the analysis.
Duplicate Lead Records	Total number of duplicate records identified during the test run.
Lead Records After Deduplication	Projected number of records remaining after duplicate records are removed.
Completed Date/Time	Date and time when the test run completed.

Warning: Projected lead count falls below 50% of dialable lead count.Indicates that the resulting lead population after deduplication is significantly reduced and should be reviewed before scheduling the job.

Scheduling Acknowledgement

Once a Test Run has been performed, an acknowledgment checkbox is displayed above the Apply Changes button.

Admins MUST check this box in order to save a Schedule.

I acknowledge these numbers are based on current lead records and will change based on data at time of scheduled job execution.

An error modal window will open if the user tries to save without checking the acknowledgment checkbox.

• Check the box, then click the Apply Changes button.