Generic selectors
Exact matches only
Search in title
Search in content

Error: The record could not be created in the [ObjectName] object. Reason: Use one of these records?

Why does it show up?

The error message indicates that you have a Duplicate or Matching Rule active in your organization. The new record that 123 Form Builder tries to create does not pass that rule, so it fails to create the record.

Failed applications error

How to check for Duplicate or Matching rules

Check if you have an active Duplicate Rule for the object indicated in the error, and what is the criteria. In order to verify this, in Salesforce → Setup search for Duplicate Rule.

Salesforce Duplicate Rules

While still in Salesforce → Setup, check the Matching Rule to see what fields are verified to prevent duplicates.

Salesforce Matching Rules

How to fix it?

1. For a simple Matching Rule, with a single field:

You can set the form to update a record based on that field (which is used in Matching Rule criteria in Salesforce).

In the 123 Form Builder app → Salesforce Integration → Object Mapping, select your object. Then, under Record Preferences → Action to perform choose the option Update existing record.

A new option will show up: Update records if. Here you’ll need to select the field used in Matching Rule in Salesforce, and the corresponding one on your form.

For example, the email field in Salesforce is verified for duplicate leads. On the form, we can also check for the email and update a record instead of trying to create a new one when it matches that criterion.

Update records

2. For more complex Matching Rules:

Complex Matching Rules can involve multiple fields in the matching verification (e.g. FirstName, LastName, and Email in the screenshot below), or if another object is checked for duplicate values in relation to the mapped one.

To fix this, you need to create a query that searches for the record ID of the object involved in the Matching Rule. The query result can then be used to update the records.

Multiple Matching Rules

In the 123 Form Builder app, go to the Salesforce Integration → Query section and add your query.

Here’s a query example:

SELECT ID FROM Lead WHERE FirstName=`[{First NAme (1822184)}]` AND LastName=`[{Last name {1822185)}]` AND email=`[{Email(1822187)}]`
Salesforce Query

Once you validate the query, follow the same steps explained above. In the Object Mapping section, under Record Preferences choose Update records if Salesforce Record ID field is Query result, in this example, the Record ID:

Update records query result

Important Note

For existing entries with this error, you can update the mapping with the solution explained above. Then, from the Failed Applications tab in the forms Submission section, you can click on Resend to Salesforce to trigger the mapping again.
Resend to Salesforce

Leave a Reply

Your email address will not be published. Required fields are marked *

Frequently Asked Questions

Here is a list of the most frequently asked questions. For more FAQs, please browse through the FAQs page.

Is this service free?
Yes, we offer a free form builder service. Just sign up to the Basic plan and you are all set. This plan is forever free, but you are limited with a few features only, such as 5 forms per account, 100 submissions per month and you have to keep the backlink to 123FormBuilder on your forms. Check out our features matrix for more information.
How many forms can I create?
It depends on the service plan you are on. Higher service plans enable more features, including more web forms for your account. If you need more forms, go to the My Account section of your account and click the upgrade button. To create an unlimited number of forms, either upgrade to the Platinum service plan or higher. Consult our features matrix for more information.
How can I publish my forms?
You can publish your forms in many ways, by using their direct URL or HTML link, embedding them with a JavaScript code, Inline HTML or iFrame, using the Facebook app or the WordPress plugin, using popups, the Blogger code snippet and many more. Once you have created and customized your form, go to the Publish section to complete your work. Read more in our documentation.
How do I change my form design?
You can change the design of your form in the Themes section, which is located in your form settings. We offer a set of more than 30 predefined form themes for your forms, but you can also create your own from scratch. You can customize the submit button, the logo and more. To apply your own stylesheets, all forms come with a custom CSS editor.

Can't find what you're looking for?