You are here: Adding Customer Information > Preventing Duplicate Entries

Preventing Duplicate Entries

Deduplication is enabled by default in the system, with the match rules outlined below. The deduplication screens and the match rules can be customized by your System Administrator. Checking for duplicates then automatically becomes part of the process for adding a new company or person into the system.

To check for duplicate entries before adding a new company:

Right-click on or hover over the New menu button.
Select Company from the pop out list. The Company duplicate find page is displayed.
Type the company name and select the Enter Company Details button. If the information you typed matches a current company record in the system (according to the match rules defined by your System Administrator), a list of detected duplicates is displayed. The default match rule on a company is where the Company Name "contains" the entry you have typed—that is, if you type Right as the company name, "Design Right" is detected as a possible duplicate.
From the list of detected duplicates you can:
- Click on the hyperlink of an existing company.
- Return to the Company duplicate find page by selecting the Back To Company Entry button.
- Proceed to add a new company by selecting the Ignore Warning And Enter Company button.
To proceed to add a new company anyway, select the Ignore Warning And Enter Company button.
The New Company page is displayed including the details entered on the Company duplicate find page.
Enter the company details and select the Save button.

The new company is added into the system and the Company Summary page of the new company is displayed.

To check for duplicate people who are unrelated to a company or people linked to companies, follow the same steps as described above, but select the New | Person option from the pop out list.

The default match rule on a person is where the Last Name "contains" the entry you typed—that is, if you type the person name as "Smith", both "Smith" and "Blacksmith" are detected as possible duplicates.

Note: The system also checks for duplicates if you change any of the fields that have match rules set on them when you edit a record. For example, you change the company name of an existing company "Design Right Inc." to "Design". The system checks for other companies, which contain the word "Design", and warns of possible duplicates, before updating the company record.

Go to Adding Customer Information home page...