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You are here: Home / Modules / Contacts / Duplicates
Contacts
Duplicates
Inhaltsverzeichnis
Duplicates in contact 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 contact records are created, a check is carried out in enterprise and a message is displayed if a possible duplicate could arise. You can then decide “Create contact anyway” or “Use existing contact”.
A duplicate is created when there are several “identical” contact records. A duplicate is therefore not the 2nd or 3rd type. “same” contact 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 contact records found. There is the simple duplicate check and the extended duplicate check. With the extended duplicate check, all contacts are checked, regardless of read permission – contact details cannot be viewed.
Whether the simple or advanced duplicate check should be used is configured via the basic settings under To activate the extended duplicate check, check the “Duplicate check across entire database” setting.
The data records that could lead to a duplicate appear in the following pop-up. You can view further details of the data record using the magnifying glass.
You can select an existing data record and then continue working with this contact record. The data entered is then “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 contact record, then please click on “Keep new data record”.
The extended duplicate check also checks contacts to which you do not have read access. Only the displayed data of the contact is listed, a magnifying glass preview is not available. You can open the contact record by clicking on the customer number.
Data records for which you have read permission are marked in green, contact records for which you do not have read permission are marked in gray.
For the latter, you can request read permission from the contact manager via “Request access” in the gray field. The contact manager receives an e-mail with your request plus the contact details and can then allow access.
Search / delete duplicates
An existing contact database may contain duplicates. A search for duplicates must be carried out in order to find 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 contact record and the general search for possible duplicates across several contact records.
From the detailed view in a contact record, you can use to check whether there is a duplicate and which other contact records are “identical”.
The extended duplicate check searches all contact records regardless of read permission, but the result looks the same as when creating contacts. It is NOT possible to resolve the duplicate here.
The search for possible duplicates can be called up via , provided you have the user right “Call up duplicate check” .
Only the contacts 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 contact records are listed. The magnifying glass function 
offers a preview, the edit icon 
can be used to open the desired data record in a new window.
Exclude from the duplicate check
Individual contact records can be excluded from the search using the “Unlink symbol” 
. You can reactivate these data records for the duplicate check at any time via the Duplicate check settings .
Notice:
With the extended duplicate search from a contact record, all contact records are searched and the result is displayed in the same way as when creating a contact. 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. combine the contacts.
Summarize
The contact to which the data is to be transferred is selected in the “Keep” column. There are then no more “Transfer buttons” in this line.
Notice:
A transfer takes place directly. This can NOT be undone.
The various transfer buttons can be used to transfer activities, search criteria, contact data and links such as “property” or “properties on offer” to the selected contact.
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 contact record for all executed actions.
Configuration
The criteria for when a contact is considered a possible duplicate can be configured. Open the configuration via the wrench symbol 
.
Notice:
These settings only apply to the search for one (for the simple duplicate check) and several contact records. However, these do not apply to the duplicate check when creating contacts.
The criteria apply to all users.
