Creating Merge Filters

Merge filters allow you to control which records are included in batch merge operations. This guide explains how to create and apply filters to ensure you're merging the right records every time.

What Are Merge Filters?

Merge filters are criteria-based rules that select specific records for document generation. Instead of merging all records, filters let you target:

• Accounts in a specific region or industry
• Opportunities above a certain amount
• Contacts who haven't been contacted recently
• Orders with specific statuses or shipping methods

Creating a Basic Filter

Step 1: Navigate to Filters

1. Open the Magic Merge app
2. Click the Filters tab
3. Click New Filter

Step 2: Select Your Object

Choose the Salesforce object you want to filter (Account, Contact, Opportunity, etc.). This should match the object your template is designed for.

Step 3: Define Filter Criteria

Add conditions using field comparisons:

• Field: Select the field to evaluate
• Operator: Choose comparison type (equals, contains, greater than, etc.)
• Value: Enter or select the comparison value

Step 4: Add Multiple Conditions

Combine multiple criteria using AND/OR logic:

• AND - Record must meet all conditions
• OR - Record must meet at least one condition

Filter Types

Static Filters

Fixed criteria that don't change. Example: All accounts where Industry equals "Technology".

Dynamic Filters

Criteria that use relative dates or current user context:

• CreatedDate = THIS_MONTH
• OwnerId = CURRENT_USER
• LastModifiedDate = LAST_N_DAYS:30

List View Filters

Use existing Salesforce list views as filters. Magic Merge will process all records visible in the selected list view.

Advanced Filter Options

Cross-Object Filtering

Filter based on related object fields:

• Account.AnnualRevenue > 1000000
• Opportunity.Owner.Profile.Name = "Sales Manager"

Formula-Based Filters

Use Salesforce formula syntax for complex conditions:

IF(Amount > 50000, "Yes", "No") = "Yes"

Date Range Filters

Filter records within specific time periods:

• Today, Yesterday, This Week, Last Week
• This Month, Last Month, This Quarter
• Custom date ranges

Testing Your Filters

Before running a merge job, test your filter:

1. Click Preview Results in the filter builder
2. Review the list of records that match your criteria
3. Verify the record count is what you expect
4. Adjust criteria if needed

Applying Filters to Merge Jobs

When creating a merge job:

1. Select your template
2. Choose Use Filter
3. Select a saved filter from the dropdown
4. Or create a new filter on the fly
5. Review the record count and proceed with merge

Filter Management

Saving and Reusing Filters

Save frequently used filters for quick access. Give them descriptive names like "High_Value_CA_Opportunities" or "Monthly_Active_Accounts".

Sharing Filters

Share filters with your team or keep them private. Admins can create organization-wide filters for common use cases.

Editing Filters

Modify existing filters at any time. Changes don't affect previously completed merge jobs, only future operations.

Common Questions

What's the maximum number of records a filter can return?

Filters can return any number of records, but merge job limits depend on your subscription plan. Large result sets are processed in batches automatically.

Can I use the same filter with different templates?

Yes, as long as the templates and filter are for the same object type. A filter for Accounts can be used with any Account template.

Do filters respect Salesforce sharing rules?

Yes. Filters only return records the running user has permission to view based on Salesforce sharing settings.