Merge Nexa Documentation

Welcome to the Merge Nexa documentation. This guide covers everything you need to install, configure, and use Merge Nexa to deduplicate your Salesforce data.

Installation

Merge Nexa is available as a managed package on the Salesforce AppExchange. Installation takes approximately 5 minutes and requires no coding.

Requirements

• Salesforce Professional, Enterprise, Unlimited, or Developer Edition
• System Administrator profile (for initial installation)
• API access enabled on your Salesforce org

Step-by-step installation

1. Visit the Merge Nexa AppExchange listing.
2. Click Get It Now and log in with your Salesforce credentials.
3. Choose Install for All Users or Install for Specific Profiles.
4. Approve the required permissions and click Install.
5. Once installed, find Merge Nexa in the App Launcher (⋮⋮⋮).

Permissions Setup

After installation, assign the correct permission sets to users who need access to Merge Nexa.

Available Permission Sets

• Merge Nexa Admin — Full access: can merge, export, and configure settings
• Merge Nexa User — Can search for and merge records, but cannot export or change settings
• Merge Nexa Read Only — Can view duplicate groups but cannot merge

Assigning Permission Sets

1. Go to Setup → Users → Permission Sets
2. Click Merge Nexa Admin (or the appropriate set)
3. Click Manage Assignments → Add Assignments
4. Select the users and click Assign

Quick Start Guide

After installation and permissions setup, here's how to run your first duplicate cleanup:

1. Open the App Launcher and search for "Merge Nexa"
2. Select the Salesforce Object you want to deduplicate (e.g., Contact)
3. Choose AI Search mode for best results
4. Select the fields to compare (Name, Email, Phone are recommended)
5. Click Find Duplicates
6. Review the duplicate groups — star indicates the recommended primary record
7. Optional: Click Export CSV to create a backup before merging
8. Select the groups you want to merge and click Merge Selected
9. Confirm the merge in the dialog

Manual Search

Manual Search lets you build precise queries using specific field values. Use this when you know exactly what you're looking for — for example, all contacts with the email domain @acme.com.

In Manual Search mode, you can:

• Search by exact field value match
• Combine multiple fields with AND / OR logic
• Use wildcard characters (%) in text fields
• Filter by record owner, created date, or any other field

AI Search NEW

AI Search is the recommended mode for most deduplication tasks. It uses advanced string similarity algorithms to find records that are clearly the same entity, even when field values differ slightly.

How AI Matching Works

Merge Nexa uses a combination of techniques to compute a similarity score between records:

• Jaro-Winkler Distance — Works well for names and short strings. Gives extra weight to prefix matches.
• Token Overlap (Jaccard) — Splits text into words/tokens and measures how many tokens two records share. Handles word reordering.
• Phone Normalization — Strips country codes, brackets, spaces, and dashes before comparing phone numbers.
• Email Domain Grouping — Groups contacts who share the same email domain, regardless of the local part.

Similarity Threshold

You can configure the minimum similarity percentage (default: 80%) below which two records will not be grouped together. Lower thresholds find more matches but may include false positives.

Merging Records

When you're ready to merge a duplicate group:

1. Identify the Primary Record — the one to keep. Merge Nexa suggests the best candidate (marked ★) based on data completeness and record age.
2. Review field values from each duplicate to confirm you have the right primary
3. Click Merge Group
4. Confirm the action in the dialog

Bulk Merge

To merge multiple groups at once:

1. After finding duplicates, use the checkbox on each group to select it
2. Use Select All to check all groups on the current page
3. Click Merge X Groups at the top of the list
4. Review the summary in the confirmation dialog
5. Click Confirm Bulk Merge

Bulk merge processes groups sequentially and shows a real-time progress indicator. You can safely navigate away — processing continues in the background.

CSV Backup Export

Before any merge session, we strongly recommend exporting a CSV backup. This gives you a snapshot of all records that will be affected.

To export:

1. After finding duplicates, click Export CSV in the toolbar
2. Choose what to include: all records in duplicate groups, or only the records that will be deleted
3. Your browser will download a .csv file immediately

The CSV includes all field values Merge Nexa has access to, including all standard and custom fields on the object.

Custom Filter Builder

The Filter Builder lets you narrow the pool of records before running duplicate detection. This is useful for large orgs where you want to focus on a specific subset — for example, "only contacts in the US" or "only accounts created in the last 90 days".

Each filter row contains:

• Field — Any field on the object, including custom fields
• Operator — equals, contains, starts with, greater than, is not null, etc.
• Value — The comparison value

Rows can be combined with AND (all conditions must match) or OR (any condition matches) logic. The generated SOQL is shown live in the preview panel.

Standard Objects

Merge Nexa has full support for Salesforce's three standard mergeable objects:

• Contact — Supports native Salesforce Contact merge. Up to 3 records per merge.
• Lead — Supports native Salesforce Lead merge. Up to 3 records per merge.
• Account — Supports native Salesforce Account merge. Up to 3 records per merge.

Custom Objects

For all other objects — including custom objects and non-standard standard objects — Merge Nexa uses a re-parent-and-delete strategy:

1. All child records (lookups, master-detail) are re-pointed to the primary record
2. Field values from non-primary records are optionally copied to the primary if the primary field is blank
3. Non-primary records are deleted

Related Records

When merging accounts or custom objects, Merge Nexa automatically re-parents the following relationship types:

• Lookup relationships (child records pointing to the merged record)
• Master-detail relationships
• Activities (Tasks, Events) and Email Messages
• Chatter feeds and attachments
• Files and ContentDocumentLinks

Data Security

Merge Nexa is a 100% native Salesforce managed package. All processing happens inside your Salesforce org:

• No data is transmitted to external servers
• The AI similarity matching runs client-side in JavaScript — not in any cloud we control
• All Salesforce API calls are made server-side (Apex), inside your org
• The package was reviewed and approved by Salesforce's Security Review team

Profiles & Permissions

Merge Nexa respects all Salesforce security settings:

• Object-Level Security (OLS) — Users who cannot read or delete a record type cannot see it in Merge Nexa
• Field-Level Security (FLS) — Fields a user cannot see are hidden in the duplicate comparison view
• Record Sharing Rules — Users only see records they have access to based on org-wide defaults, roles, and sharing rules

Release Notes

v2.4.0 — April 2025

• Phone number fuzzy matching with normalization (new in AI Search)
• Improved bulk merge performance — 3× faster for groups over 1,000 records
• CSV export now includes Related Record counts per group
• Bug fix: Custom object re-parent now handles polymorphic lookups correctly

v2.3.0 — January 2025

• Email domain grouping mode added to AI Search
• Filter Builder now supports relative date operators (e.g., "Last 30 Days")
• New Read Only permission set added
• SOQL preview panel added to Filter Builder

v2.2.0 — October 2024

• Bulk merge — merge multiple groups in a single action
• Progress indicator for large merge operations
• Support for merging ContentDocumentLinks (Files) during Account merge

Frequently Asked Questions

Can I undo a merge?

Merges performed on standard objects (Contact, Lead, Account) cannot be automatically reversed — this is a Salesforce platform limitation. This is why we strongly recommend exporting a CSV backup before every merge session. With your backup, a Salesforce admin can manually restore records.

Why is Merge Nexa only finding some of my duplicates?

Check your similarity threshold — it may be set too high. Try lowering it to 75–80%. Also ensure you're searching on the right fields; AI Search works best when you include both Name and Email.

Can I schedule automatic duplicate detection?

Scheduled detection is on the roadmap for v2.5. In the current release, all duplicate detection is triggered manually.

What's the maximum number of records I can merge at once?

Bulk merge can handle up to 10,000 records per session before hitting Salesforce governor limits. For very large orgs, we recommend running merge sessions in batches filtered by record owner or date range.