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Duplicates in address databases are sometimes desirable and sometimes not. We distinguish between two cases. On the one hand, are there duplicates? And secondly, the resolution of duplicates.

Potential duplicate?

When address data records are created, a check is carried out in enterprise and a message is displayed if a possible duplicate could be created. You can then decide “Create address anyway” or “Use existing address”.

A duplicate is created when there are several “identical” address data records. A duplicate is therefore not the 2nd or 3rd type. “same” address data record to an existing one, but simply the multiple existence.

The criterion in this case is one of the following matches with the data record created:

  • Same first and last name
  • Same first name and surname in the master data2
  • same street and town and surname

When you confirm the message, a pop-up opens with the list of address data records found. There is the simple duplicate check and the extended duplicate check. With the extended duplicate check, all addresses are checked, regardless of read permission – address details cannot be viewed.

Whether the simple or extended duplicate check should be used is set via the basic settings under Tools >> Settings >> Basic settings >> Other. To activate the extended duplicate check, check the “Duplicate check across entire database” setting.


Search / delete duplicates

An existing address database may contain duplicates. A search for duplicates must be carried out in order to find these and, if necessary, clean them up.

The result of the search is displayed in a pop-up.

There are also 2 cases here, the search for duplicates for a specific address data record and the general search for possible duplicates across several address data records.

From the detailed view in an address data record, you can check whether there is a duplicate and which other address data records are “identical” via Action bar >> Further actions >> Duplicate check .
The extended duplicate check searches all address data records regardless of read permission, but the result looks the same as when creating addresses. It is NOT possible to resolve the duplicate here.

The search for possible duplicates can be called up via Actions >> Address actions >> Duplicate check , provided you have the user right “Call up duplicate check” .
Only the addresses for which you have read permission are checked, even for the extended duplicate check.

Search result

The view begins with the first duplicate found. The forward and back arrows take you to the next or previous duplicate found.

For each duplicate found, all matching address data records are listed. The magnifying glass function Icon for preview offers a preview, the edit icon Edit icon can be used to open the desired data record in a new window.

Exclude from the duplicate check

Individual address data records can be excluded from the search using the “Delete link icon” Detach unit . You can reactivate these data records for the duplicate check at any time via the duplicate check settings .


With the extended duplicate search from an address data record, all address data records are searched and the result is displayed in the same way as when creating an address. It is NOT possible to resolve the duplicate here.

Resolving duplicates

If the result list of the duplicate search looks like the following image, you can also resolve it, i.e. summarize the addresses.


The address to which the data is to be transferred is selected in the “Keep” column. There are then no more “Transfer buttons” in this line.


A transfer takes place directly. This can NOT be undone.

The various transfer buttons can be used to transfer activities, search criteria, address data and links such as “property” or “properties on offer” to the selected address.
ATTENTION: No relationships are transferred; these must be maintained manually before the old data record is deleted.  
After the transfer, the button is inactive as the data in the data record has been removed.

Data records that are no longer required can then be deleted directly via the trash can symbol – if the corresponding authorization is available.

An activity entry is written in the target address data record for all executed actions.


The criteria for when an address is considered a possible duplicate can be configured. Use the wrench symbol Wrench symbol to open the configuration.


These settings only apply to the search for one (for the simple duplicate check) and several address data records. However, these do not apply to the duplicate check when creating addresses.

The criteria apply to all users.