Duplicate detection: rules & merging duplicates

 

Duplicate detection rules

 

Duplicate Detection Rules are configured per entity. To view/edit the rules, navigate to the settings gear in the upper right corner, then choose Advanced Settings.

Select the Settings menu, then choose Data Management.

Choose Duplicate Detection Rules.

Before duplicates will be detected, you need to make sure the appropriate detection rule is published. Select the rule and click Publish to make the rule active in your system. Common entities for duplicates include Contacts, Constituents, and Donors.

Duplicate Detection Rules are evaluated individually. In the example, below, a duplicate would be considered any constituents with the same account name (Constituent Name) OR with the same General e-mail address. Because they are published as separate rules, both criteria do not need to be true for the records to be identified as duplicates.

 

duplicate detection jobs

 

Duplicate Detection Jobs only evaluate Published Duplicate Detection Rules, so verify which rules are published before proceeding. (You can temporarily un-publish/publish rules for specific Duplicate Detection Jobs.)

Go to Advanced Settings>Data Management>Duplicate Detection Jobs>New to set up a new job.

The Duplicate Detection Wizard box will open. Choose Next to proceed.

Select the entity for which you want to run the Duplicate Detection Job. If you do not see the entity for which you want to run the job in the list then a Detection Rule has not been created and/or published for that entity. Criteria can be entered to limit the scope of the Duplication Detection Job by only be applied to a subset of records.

 

Note: Entering no criteria will run the job for all records in the entity (recommended).

 

Choose Next when ready.

In the Select Options box, provide a Name for the job and modify the Start time, if necessary. Check the box “Run this job” and the number of days if you want it to recur. Under Email options, check the box and enter an email address if you would like akoyaGO to send you an email when the job is finished. Choose Next and then Submit.

  

Once you run the job, you can return to Advanced Settings>Data Management>Duplicate Detection Jobs to view the duplicates that were identified. Click the job name to open it. (Note: You may need to refresh the list to see your job appear.)

Click on View Duplicates.

 

merging duplicates

 

Duplicates can be merged either through jobs or on a one-off basis.
 

In the top section of the form, you'll see the records included in the Duplicate Detection Job (based on the filter you used). In the bottom section you will see the duplicates identified for that record. (Note: Duplicates are not only records included in the filtered records. They include any records in that entity.)

Select the duplicate and then click Merge>Select Master.


Select the "master" record to select all data from that record. Then, choose any data from the subordinate record to preserve. Once finished, click OK.



Note: In the top section of the form, you may have more duplicates than what appears on the screen. Click the arrow next to the page number to continue.

Additional Note: Merged records will remain on the list but will be inactive.
 

merge duplicates ad-hoc (one-by-one)

Select duplicate records from a view and choose "Merge" from the Command Bar.






Select the "master" record to select all data from that record. Then, choose any data from the subordinate record to preserve. Be sure to un-check the box next to “Enable parent check.” Once finished, click OK. (See below)



 

 

 

 

 

 

 

 

 

 

 

duplicates detected during data entry

 

You may be prompted to evaluate duplicate records when creating a new record and it violates an established duplicate detection rule. You can optionally choose to Ignore the duplicate and save your new record or choose cancel and exit the form without saving.