The Email Parsing tool uses Salesforce Duplicate Rules and Matching Rules to identify and link incoming emails data to existing records in Salesforce. Each organisation must maintain proper configuration to ensure accurate matching as per expected business flows.

note: to get up to date information on possible duplicate rules configuration, please use Salesforce documentation.

How to enable Duplicate detection

1. Go to Setup
2. In Quick Find, type Duplicate Rules
3. Click Duplicate Rules
4. Open the Duplicate Rule for the object. If duplicate rule is missing, click New rule and choose a needed object to proceed with creation.
5. Click Edit on the corresponding Duplicate rule and check if Matching rule is valid. To create or verify Matching Rules please use Salesforce documentation.

General Best Practices for matching rules
To review suggested matching rules configuration per object for AscendixRE, please navigate to this article.  
- Prefer unique identifiers (Email, External ID, Property Code) over names  
- Use Exact match for unique fields; Fuzzy match for names  
- Keep rules simple (2–3 fields max) to avoid false negatives  
- Normalize data (lowercase emails, trim spaces) where possible  
- Test with real data samples before activating

Sharing rules configuration
Sharing rules management is important for duplicate detection because it determines whether Salesforce can evaluate records across the entire org or only the records visible to the user, directly impacting the accuracy and completeness of duplicate matching. Here are two options you can enable for sharing rules management:

• Record-Level Security = Enforce sharing rules:  
  Duplicate detection only checks records the current user has access to, which may cause existing matches to be missed and result in new duplicate records being created.
• Record-Level Security = Bypass sharing rules:  
  Duplicate detection checks against all records in the org regardless of user access, ensuring accurate matching even when the user is not a recipient or owner of the related records.

Enforcing sharing rules helps maintain a smooth user experience and ensures that duplicate detection remains relevant to each user's data scope, keeping records meaningful and properly separated across different users and teams within the org.

To get more in depth information on Sharing rules, please navigate to Salesforce documentation.

Actions for duplicates
Under Actions for Duplicates, Salesforce allows admins to configure whether users can Allow, Allow with Alert, or Block record creation/editing when a duplicate is detected, and optionally Report as Duplicate to create duplicate record sets for tracking and cleanup.

If your actions are set to Block, you will not be able to create suggested record if identified as duplicates as per standard Salesforce behaviour.

Please use Salesforce documentation for more.

Predefined Duplicate Rules for AscendixRE Objects
If your org has the AscendixRE package installed, Harvest can auto-generate matching rules and duplicate rules for 10 xRE-related objects. This eliminates manual rule creation and provides ready-to-use duplicate detection for common real estate workflows.

To generate predefined rules:

1. Open the Harvest Admin Console.
2. Navigate to the Setup tab.
3. In Step 5: Review Duplicate Rules, click Autogenerate xRE Duplicate rules.
4. A confirmation message appears: "Duplicate rules creation has been queued. Activate them manually in Setup once ready."

Note: The button is only visible when the AscendixRE package is active and xRE duplicate rule set does not yet exist.

Note: Auto-generated rules are created in inactive state. You must manually activate each rule in Setup > Duplicate Rules after reviewing the configuration.

Re-running Autogenerate xRE Duplicate rules
Clicking Autogenerate xRE Duplicate rules re-creates only the unique duplicate rules and matching rules that are missing; existing activated rules are left untouched.

Note: The button is hidden if at least one auto-triggered duplicate rule has been removed from the org. Restore or rebuild the missing rule manually if needed.

Note: New rules created via this flow remain inactive — activate them manually under Setup → Duplicate Rules.