Duplicates in address databases are sometimes desired and sometimes not. We distinguish two cases. For one thing, are there duplicates? And secondly, the resolution of duplicates.
When creating address data records, a check is carried out in enterprise and if a possible duplicate could occur, a message is displayed. You can then decide “Create address anyway” or “Use existing address”.
A duplicate occurs when there are several “identical” address records. A duplicate is thus not the 2nd or 3rd. “same” address record to an existing one, but simply that it exists more than once.
The criterion in this case is one of the following matches to the record created:
- Same first and last name
- Same first and last name in the master data2
- same street and city and last name
When you confirm the message, a popup opens with the list of address records found. There is the simple duplicate check and the extended duplicate check. With the extended duplicate check, all addresses are checked, regardless of the read permission – address details are not visible.
Whether the simple or extended duplicate check is to be applied is set via the basic settings under . To activate the extended duplicate check, check the box for the setting “Duplicate check over complete dataset”.
In the following popup, the records that could lead to a duplicate appear. Use the magnifying glass to view more details of the record.
You can select an existing record and then continue working with that address record. The data entered will then be “discarded”.
If you are sure that there is no duplicate -or that such a duplicate is intended- and the newly entered data should be created as a new address record, then please click on “keep new record”.
Search / resolve duplicates
An existing address database may contain duplicates. In order to find these and clean them up if necessary, a search for duplicates must be carried out.
The result of the search is displayed in a popup.
Again, there are 2 cases, the search for duplicates for a specific address record and the general search for possible duplicates across multiple address records.
From the detail view in an address record you can check via
The extended duplicate check searches all address records regardless of the read permission, but the result looks the same as when creating addresses. Dissolving the duplicate is NOT possible here.
The view starts with the first duplicate found. The forward and back arrows take you to the next or previously found duplicate.
For each duplicate found, all matching address records are listed. The magnifying glass function offers a preview, via the edit icon you can call up the desired data record in a new window.
Exclude from duplicate check
Individual address records can be excluded from the search using the “Unlink icon” . 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 record, all address records are searched and the result is shown as when creating an address. Dissolving the duplicate is NOT possible here.
If the result list of the duplicate search looks like the following picture, you can also resolve it, i.e. combine the addresses.
In the “Keep” column, the address to which the data is to be transferred is selected. There are then no more “Transfer” buttons in this line.
There is a direct transmission. This can NOT be reversed.
Using the various transfer buttons, activities, search criteria, address data and links such as “property” or “offered properties” can be transferred 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 because the data in the record has been removed.
Data records that are no longer required can then be deleted directly via the trash can icon – if the corresponding right to do so is available.
The criteria when an address is considered as a possible duplicate is configurable. Use the wrench icon to open the configuration.
These settings only apply to the search for one (for the simple duplicate check) as well as several address records. However, these do not apply to the duplicate check when creating addresses.
The criteria apply to all users.