Dedupe rules are a pre-made set of rules used in a few calculations within Access Charity CRM to help identify and clean up duplicate contacts.
To find dedupe rules:
Click CRM, then click Contact Admin.
Select Dedupe rules.
In particular, dedupe rules are used within three sections of the system:
Under Contacts, in the Control tab: Where you can mark any potential duplicates of a contact based on these rules.
Under Contacts, using the Dupe Check button: Will manually generate a set of results based on the current dupe rules.
Under Data Tools, Dedupe, All contacts: This will run the dedupe rules against the entire database, displaying the most likely results at the top.
Custom rules are possible but only when created during projects or through the consultancy team.
Deduping as a whole is a very performance heavy task and a poorly setup rule may cause considerable performance issues. Users can still edit the weighting of an existing dedupe rule however, if they wish to deprioritise a specific rule.
The default rules within Charity CRM |
Keyname and Postcode |
Charity Number |
Exact Keyname, Exact Mobile, Exact Firstname |
Exact ExternalRef |
Serial number |
Partial Keyname |
Partial Keyname, Partial Firstname |
Fuzzy key name |
Fuzzy key name and fuzzy first name |
Exact Firstname, Exact Keyname, Exact Email |
Exact Firstname, Exact Keyname, Exact Postcode |
Exact Firstname, Exact Keyname |
Partial Firstname, Exact Keyname |
Partial Firstname, Partial Postcode, Exact Keyname |
Partial Firstname, Exact Keyname, Exact Postcode |
Partial ExternalRef |
Exact Keyname, Partial Firstname |
Exact Keyname |
Exact Website |
Partial Website |
Exact Email |
Exact Postcode, Town |
Partial Postcode, Town |
Partial Firstname, Partial Keyname, Partial Postcode, Partial Email |
Exact Mobile |
Day, Exact Evening Telephone |
Fuzzy key name and postcode |
Household Postcode |
Fuzzy key name and mailing postcode |