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Agents Duplication Management Agent
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Duplication Management Agent

Manages duplicate CRM records by consolidating entries, synchronizing updates across systems, and maintaining auditable merge records.

Duplicate customer records across CRM and related systems create fragmented views, operational inefficiencies, and data governance risks. When duplicates are handled manually, teams spend significant time reconciling records, resolving conflicts, and ensuring downstream systems remain consistent. This increases the likelihood of errors, inconsistent reporting, and compliance gaps.

The Duplication Management Agent provides a controlled and standardized approach to duplicate resolution. It identifies duplicate records, supports structured merge decisions, and consolidates records into a single authoritative profile. Once a merge is completed, the agent synchronizes updates across connected enterprise systems to ensure consistency. Every merge action, decision rationale, and system update is recorded in a detailed audit log, preserving traceability and accountability throughout the process.

By centralizing duplicate management and enforcing consistent merge practices, this agent improves data reliability and reduces manual effort across sales and operations teams. Organizations benefit from cleaner CRM data, stronger governance, and improved confidence in customer information, while maintaining clear documentation to support internal controls and compliance requirements.

Accuracy
TBD

Speed
TBD

Input Data Set

Sample of data set required for Duplication Management Agent:

CRM MERGE EXECUTION REQUEST


    

  • Request ID: MRG-2023-4591B
    • 

  • Source System: Salesforce
    • 

  • Decision Source: Human-Verified AI Suggestion
    • 

  • Authorized By (User): David Miller (UserID: DM5678)
    • 

  • Timestamp: 2023-10-26T14:30:00Z
    • 





RECORDS FOR MERGE


Primary Record (Retain):


    

  • Contact ID: CON-78910
    • 

  • Name: Sarah Chen
    • 

  • Company: Quantum Dynamics Inc.
    • 

  • Title: Senior Solutions Architect
    • 

  • Email: sarah.chen@quantumdynamics.com
    • 

  • Phone: 555-010-1122 (Direct)
    • 



Duplicate Record (Archive):


    

  • Contact ID: CON-12345
    • 

  • Name: S. Chen
    • 

  • Company: Quantum Dynamics
    • 

  • Title: Solutions Architect
    • 

  • Email: s.chen@quantumdynamics.com
    • 

  • Phone: 555-010-1100 (Main)
    • 





FIELD-LEVEL MERGE INSTRUCTIONS


    

  • Name: Use Primary (Sarah Chen)
    • 

  • Company: Use Primary (Quantum Dynamics Inc.)
    • 

  • Title: Use Primary (Senior Solutions Architect)
    • 

  • Email: Use Primary (sarah.chen@quantumdynamics.com)
    • 

  • Phone (Primary): Use Primary (555-010-1122)
    • 

  • Phone (Secondary): Add from Duplicate (555-010-1100)
    • 

  • Lead Source: Retain from Primary (Conference Q3)
    • 

  • Notes: Consolidate notes from both records, sort by date.
    • 





RATIONALE NOTES:
"AI engine flagged these as a 98% match. I have verified that they are the same individual. The primary record CON-78910 has the most recent title and direct contact information. Merging to create a single, accurate source of truth." - D. Miller

Deliverable Example

Sample output delivered by the Duplication Management Agent:

CRM Record Merge & Synchronization Audit Report


Merge Summary


    

  • Audit Log ID: AUD-8C7E2F1A-20231026
    • 

  • Request ID: MRG-2023-4591B
    • 

  • Action Type: Contact Record Merge & Archive
    • 

  • Execution Timestamp: 2023-10-26T14:30:15Z
    • 

  • Status: SUCCESS
    • 





Record Merge Details






Record Status
Contact ID
Name
Company






Master (Updated)
CON-78910
Sarah Chen
Quantum Dynamics Inc.




Archived (Merged)
CON-12345
S. Chen
Quantum Dynamics








Data Reconciliation Summary: Master Record CON-78910


The following table details the final consolidated data for the master record post-merge.






Field
Winning Value
Source Record ID
Notes






Name
Sarah Chen
CON-78910
Retained from Primary




Company
Quantum Dynamics Inc.
CON-78910
Retained from Primary




Title
Senior Solutions Architect
CON-78910
Retained from Primary




Email
sarah.chen@quantumdynamics.com
CON-78910
Retained from Primary




Phone (Primary)
555-010-1122
CON-78910
Retained from Primary




Phone (Secondary)
555-010-1100
CON-12345
Added from Duplicate




Lead Source
Conference Q3
CON-78910
Retained from Primary




Notes
[Consolidated Text]
Both
Notes combined and orderedcronologically.








System Synchronization Status


All connected platforms have been updated to reflect the merge action.






System
Endpoint
Status
Sync Timestamp






Salesforce CRM
api.salesforce.com/v58.0/contact
Success
2023-10-26T14:30:17Z




Marketo CDP
api.marketo.com/v1/leads
Success
2023-10-26T14:30:18Z








Audit & Compliance Log


    

  • Action Performed: MERGE_CONTACT
    • 

  • Performed By: User: David Miller (UserID: DM5678)
    • 

  • Decision Source: Human-Verified AI Suggestion
    • 

  • Compliance Reference: Data Integrity Policy DFIN-Q4-2023
    • 

  • Immutable Log Hash (SHA-256): a3f5c1e8d9b2a7e4f0g1h2i3j4k5l6m7n8o9p0q1r2s3t4u5v6w7x8y9z0a1b2c3
    •

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