Duplicates in address databases are sometimes desired and sometimes not. We distinguish two cases. On the one hand are duplicates available? And on the other hand the dissolving of duplicates.
When address data records are created in enterprise, a check is performed and a message is displayed if a possible duplicate could occur. 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 thus not the 2nd or 3rd “same” address record to an existing one, but simply the multiple presence.
The criterion in this case is one of the following matches with the created data record:
- 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 with the list of found address data records opens. 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 are not visible.
The data records that could lead to a duplicate appear in the following popup. Use the magnifying glass to view further details of the data record.
You can select an already existing data record and then continue working with this address data record. The data entered will then be “discarded”.
If you are sure that no duplicate is available – or intended – and the newly entered data is to be created as a new address data record, please click on “Keep new data record”
Search / resolve
duplicates An existing address database can contain duplicates. In order to find and, if necessary, clean them up, a search for duplicates must be carried out.
The result of the search is displayed in a popup
Also here there are 2 cases, the search for duplicates to a certain address data record and the general search for possible duplicates over several address data records
From the detailed view in an address data record, you can check whether a duplicate exists and which other address data records are “equal” via Actions
The extended duplicate check searches all address records regardless of read permission, but the result looks the same as when creating addresses. A dissolving of the duplicate is NOT possible here
The view starts with the first found duplicate. The forward and back arrows take you to the next or previous 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 data records can be excluded from the search via the “Remove link” icon. You can reactivate these data records for the duplicate check at any time using the settings for the duplicate check.
With the extended duplicate search from an address data record, all address data records are searched and the result shown as when creating an address. A dissolving of the duplicate is NOT possible here
If the result list of the duplicate search looks like the following screen, you can also resume it, i.e. summarize the addresses
In the “Keep” column, the address to which the data is to be transferred is selected. This line will then no longer contain any “Transfer” buttons
A transmission takes place directly. This cannot be undone
Using the various transfer buttons, activities, search criteria, address data and links such as “property” or “offered objects” can be transferred to the selected address.
ATTENTION: No relationships are transferred, these must be maintained manually before deleting the old data record.
After the transfer, the button is inactive because the data in the data set has been removed.
The garbage can symbol can be used to delete records that are no longer needed – if the corresponding permission is available.
The criteria when an address is considered a possible duplicate can be configured here. Use the wrench symbol to open the configuration
These settings are only valid for the search with 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