Create New Project and Project Lead

Baucore avoids duplicate Projects and Project Leads by checking for likely matches before a new record is created — rather than after, when merging is much more painful. The standard process can be customised to fit your business, but the underlying three-step shape is the same everywhere it’s launched from.

Entry points

• Project List → New
• Project Lead List → New
• The Lightning for Outlook add-on (see Set up Project and Project Lead creation From Outlook)

Step 1 — Search for an existing Project

Enter the Name, Participants, and Address of the project. Records of Accounts, Contacts, or Leads are searched automatically as you type in the Participants field. You can also double-click a location on the map — the nearest address is filled in automatically, and if you go on to create a new record, the map marker’s GPS location is stored as the Project’s location. This is useful for projects that can’t be pinned to an existing postal address.

Results are sorted by matching score, calculated from name and participant similarity — a candidate with several matching participants scores higher than one with none, and the matching participant is highlighted on each result. Three toggles filter the result list further:

1. Show only projects with a matching participant.
2. Also show projects whose status is considered closed.
3. List only the projects currently shown on the map.

An admin can add a further baseline filter via Project/Project Lead Search Condition Field, and configure which statuses count as “closed” via Project/Project Lead Closed Status — both in Baucore Setup. If the number of matching records exceeds the configured project limit, a warning banner appears at the top of the screen.

Selecting a matching Project and pressing Next links the new participants you entered to that existing Project instead of creating a duplicate. If you select nothing, a blank record form opens instead.

Step 2 — Create Account/Contact/Lead

Any participant you entered in Step 1 that doesn’t yet exist as an Account, Contact, or Lead is created here. Fill in and save each new record, then press Next to see a summary of all participants on the new Project/Project Lead.

Step 3 — Manage Participants

The participants captured across the previous steps are shown here for final review and management before the record is saved.

Things worth knowing before rolling this out

See Considerations for Project and Project Lead creation for edge cases and gotchas (duplicate scoring behavior, record type handling, and similar), and Set up Project and Project Lead Creation for the admin-facing configuration of this flow.

Related

• Set up Project and Project Lead Creation
• Set up Project and Project Lead creation From Outlook
• Considerations for Project and Project Lead creation
• Filter Matching Records Based on Record Type
• Filter Possible Duplicates Based on Picklist Fields