Duplicate Management User Interface

This article describes the user interface (UI) of the Duplicate Management function of the CRM. This article is broken down into the following sections:

• Overview
• Set-Up
• Duplicate Management in Action

Overview

The Duplicate Management function is designed to find and prevent duplicate records by comparing contact information across different companies. When you save a contact for the company you're currently working on, the system automatically checks all enabled companies for duplicates. You can choose which companies to check, and then the system compares against the selected companies to ensure the contact is unique before allowing the save.

For example, a user is modifying settings for Company B and enables Company C and Company D but not Company F. When a user under Company B saves a new contact record, we check for duplicates across Company B and Company C based on the key field (email, phone, ssn, etc) but not Company F.

This function gives an account holder/parent company the ability to have affiliates check against each other when saving a contact.

Set-Up

This function is available by clicking on this CRM page OR click on the Admin tab of the Forth CRM, and select Settings from the navigation bar.

Then, select Duplicate Management from the navigation bar.

The Duplicate Management page will open and look like the image shown below.

On this page, hover over the Select a company dropdown, located at the top middle of the page (see red highlighted area above).

From this dropdown menu, you can select all companies available by clicking the checkbox to the left of the Company search field (see the red highlighted area in the image below). You may also search/filter the list of companies by typing within the search field (identified with the small magnifying glass). The search fields selected will appear in the company title bar so that users can instantly see what is being checked (see the green highlighted area in the image below).

NOTE: Depending on if you use a Mac or a PC, you may be able to select companies by holding down the “shift” button and then clicking the “down” arrow button.

IMPORTANT: The list of companies displayed is based on the company hierarchy (the parent account would see all companies available).

Once you select companies to review, click the now active Add Company, located on the right side of the page (see image above).

The page now show the additions made to the Companies Cross Checked section. Click the right-facing arrow to the left of any of these companies and the page will change in appearance as seen below.

Once you select a particular company or multiple companies, the four directional buttons activate, in several possible combinations, in the middle of the page (see the middle of the image above).

Go to the Search Field dropdown to select up to four criteria (by clicking the appropriate checkbox as shown in the image below) that will be used during the duplicate checking. These criteria may include Email, Phone Number, Social Security Number (SSN), and/or TPid (External ID).

Use the directional buttons to choose from the list of available companies that will be cross-checked.

If there are no issues, and you click Save Changes, you should receive a banner like that shown below, indicating that your changes have been saved.

NOTE: When a save happens, or if the user unselects all search fields, Save Changes will be disabled.

Duplicate Management in Action

Once your settings have been saved, you will only see the Duplicate Management function working when creating a new contact. After saving, attempting to save a new contact will fail if it shares the same value(s) as one of the fields that you configured the duplicate management tool to check against.

You will see a yellow banner appear, like the one shown below. This warning banner indicates that the duplicate SSN/phone number/email address/etc. is already in use, and it reports the contact that already uses that information.

NOTE: The Duplicate Management function does not eliminate duplicates retroactively. It only prevents you from making duplications when creating new users.

The Duplicate Management page accommodates multiple companies being added via a setting for “Checking across companies.” This allows the user to select a particular company to compare with the company for which the user is modifying the settings. This is useful when working with a “parent company” and related “child companies.”

IMPORTANT: The Duplicate Management page will not be refreshed when a company is saved or deleted. This will keep companies not yet saved on the Companies Cross Checked list.

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