Bulk merging duplicates in Marketo Engage - Part 3 - Reimporting data

Now that we have our newly created CSV file, we come back to our database tab inside of Marketo. From here we will go ahead and select a new list and download this new file that we created. Once we are back in Marketo, go ahead and select New Group List and New List. This list will be used for processing your remaining leads after the fact. Now go ahead and import the new list. Search for the new list from your downloads file. Go ahead and hit Next. On the next page you will see the mapping section when you are trying to download a file. Here you will be able to choose which fields match up to the list columns from the Excel sheet that we downloaded. We absolutely need to map our master field and then we will need to map the fields that we merged. So in our case we only merged our last name, so we will choose Last Name and line that up with merged last name. Now that we have Master and Last Name mapped, we will go to our next step. The next step will allow us to select which list we want this values to be. The next step will allow us to choose a list name. The list name will give us the option to choose from lists that currently exist in the group list section of our database. For this example I am going to choose Chris Test. You can choose whatever list you want to search for values that you know were processed. The Send Alert To is going to send an email to whatever email you put in this field when the processing has finished. You don’t need to do this, you can skip if you wish. The Acquisition Program field is going to determine in Marketo how these leads entered Marketo. You can leave them blank since these feeds have already entered Marketo, or if you wish you can put in a merge program or some other program to denote that these have been merged. It is your call. Once you have brought in your merged files of the master leads, you need to take care of the non-masters that still exist in Marketo. This download process does not delete, it does not change the possible duplicate records. Those still need to be handled. To handle those you will need to go to your Marketing Activities section. Inside of the Marketing Activities you will need to create a smart campaign that will process the non-master records. You can do this wherever you wish inside of your system. However, it is best practice to put these with all of your other operational smart lists as this is just working for you in the background, it is not actually sending content to any lead. In this case I am creating my smart campaign inside of the data management file. Go ahead and right-click and it will bring up the option for a new smart campaign. You can call this smart campaign whatever you wish, I am calling it Delete Duplicates. Again, I do not suggest deleting duplicates, I would suggest more of a Manage Duplicates or Send Duplicates to delete file or delete list, something along those lines, again it is up to you. Once the smart campaign is created we need to create our smart list. On the right hand side go ahead and search for member, select member of smart list and pull into your working area. Now that we are back inside of Marketo we need to handle the duplicates that are not listed as master. To do this go into Marketing Activities and we are going to create a smart campaign. To stay organized I like to keep my operational or non-data sent to clients smart campaigns inside of an operational folder and to be even more organized I will put it inside of the data management folder. Go ahead and create a new smart campaign by clicking into the folder, going to this drop down menu, hit new smart campaign or you can do a right-click on the folder itself. I will call this duplicate management, you may use whatever name you like, whatever makes sense to you. Now that our smart campaign is created go ahead and go into the smart list. The smart list is how we are going to filter for the persons that we wish to manage, so in this case the duplicates that are not master. So let’s go ahead and find the duplicates first, so on the right hand side in the search bar I am going to search for member and then I am going to find a member of smart list. Since our original list came from the system smart list I am going to search for that possible duplicates system smart list. So if I scroll find possible duplicates this will give us the original list of persons that we started with. Next let’s go ahead and filter out the members, the people who are masters. So I’ll search for master, bring that in, and I will say people where master is not master. We can see if this is the list of people that we wish by coming up in here and seeing view campaign members, but let’s move on to the flow step. When we are in the flow step we now have multiple options available to us to handle the possible duplicates. You can delete these persons automatically without looking, this is not best practice as it is always best to check which data is going to be deleted from your Marketo instance. You can set a value to true so that you can do some filtering if you wish, or what I like to do is put it directly inside of a list so that you can review it before deleting people from the list. So how do I delete? Well you can search for delete on the right hand side and you will see that you can delete a person or delete a person from your CRM instance in this case Salesforce. And that looks like this simply set as true if you wish to remove it from the CRM as well. Again this is something that you need to be incredibly careful about and in communication with the people who run Salesforce. Or you can update a data field. So in this case it’s called change data value so we can go ahead and bring that over. You can search the field that you’re looking to update. So I have a field called duplicate. If I start typing, select, I can set that to true so I know that this lead is now a duplicate and can sort and do whatever I wish with it. And then the last option as I said is add to list. And then you can go ahead and choose which list you wish. And I have the pre-prepared list of duplicates after merge. And this list exists inside of our database tab and I’ll show you after. But after you have that set up you may choose which one you want. Delete, change value, add to list. In the schedule tab you can choose run once or you can set up a reoccurring schedule to do this automatically for you. So if we go back to the database you can see that there inside of group list by duplicates after merge list waiting for me will be pre-populated by the persons who are perceived to be duplicates and not masters. Now that you have the smart campaign set up and scheduled your data will be effectively managed. This concludes the bulk merging using Excel demo.