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Duplicate detection: rules & merging duplicates
Duplicate Detection management is only available to System Customizers.
Duplicate detection rules
Duplicate Detection Rules are configured per table. To view/edit the rules, navigate to the settings gear in the upper right corner, then choose Advanced Settings.
Under the Settings section, choose Data Management, then 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 tables 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> to set up a new job.
Click New.
The Duplicate Detection record will open. identify the entity and view you want to run duplicate detection on. You can use system views, a personal view your user has access to, or create a view within the duplicate detection job. You can also preview the list of records included on that view. 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.
In the Select Options box, provide a Name for the job and modify the Start time, if necessary. Check the box “Run job every” 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.
Save the record when ready to run.
Once saved, the job will start, and you can track its progress and the duplicate records that were identified by clicking on View Duplicates.
merging duplicates
Duplicates can be merged either through jobs or on a one-off basis. When two records are merged, all related records (such as Requests, GOapply Users, Donors, Gifts, etc.) will be moved to the Primary/Master record that remains active.
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.) In the below example, a duplicate detection rule checking for Contacts with the same Business Phone identified a duplicate record.
Select the duplicate and then click Merge>Select Master.
Select the "Primary" aka "Master" record to select all data from that record. Then, choose any data from the subordinate record to preserve. Once finished, click OK.
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 "Primary" 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.