Even though contact records are checked for duplication as they are entered or imported into Access Charity CRM, there may be occasions where duplicates need to be checked for manually.
The most common reasons duplicate records are created are that dupe rules are not used during imports, or the imported data contains errors.
A common data error is having extra spaces at the beginning or end of a value. For example, if the Key Name in Access Charity CRM is 'Smith', but the imported file contains 'Smith ', with a space at the end, Access Charity CRM will not recognise it as an exact match. As a result, it may create a duplicate record instead of matching it to the existing one.
Performing global dedupe checks
Click Data Tools.
Click Dedupe and select either All Contacts or Saved Search.
If the Saved Search option is selected, click the appropriate saved search.
From the Global Dedupe form, select the Start toolbar button.
Any potential duplicate records will appear on the form.
Click the green eye icon to view the full contact.
Review each record and decide which one should be kept as the master record.
If certain records should not be flagged as possible duplicates in the future, select them and click Mark as Non Dupe.
To merge duplicate records, select them and click Merge.
Select which record is the master record and click OK.
If the records selected to be merged have different field values, then the values to keep on the master record need to be chosen.
When you have selected which fields to keep, click the Merge button.
The selected records will be merged together and the records will then be removed from the Global Dedupe form.
Performing Individual Dupe Checks
Click CRM, then click Contacts.
Select the contact to be checked for duplicates.
Click Dupe Check.
Review each potential duplicate and decide which records should be kept or merged.
If certain records should not be flagged as possible duplicates in the future, select them and click Mark as Non Dupe.
To merge duplicate records, select them and click Merge.
Select which record is the master record and click OK.
If the records selected to be merged have different field values, then the values to keep on the master record need to be chosen.
When you have selected which fields to keep, click the Merge button.
The selected records will then be merged together.