Duplicate search settings in the CRM workspace

To search for identical items in apps inside the CRM workspace, you need to enable rules for duplicate detection.

начало внимание

Only users included in the Administrators group can set up duplicate detection rules.

конец внимание

Click the icon next to the workspace’s name and open Duplicate Settings. On the page that opens, you will see three tabs:

1. Duplicate Rules.
2. Advanced Settings. Here you can:

• Set up the minimal overlap percentages based on which app items will be considered potential duplicates with a high or medium probability.
• Determine the minimal number of symbols in a field for it to be checked.
• Select the statuses of app items that will be included in the search.

3. Duplicate Search Results. Here you will see all app items found during automatic duplicate checking.

Duplicate Rules tab

On the Duplicate Rules tab, you can see the pre-configured duplicate detection rules for the Leads, Deals, Companies, and Contacts apps.

You can select an app and activate one or more rules for it.

1. For the Leads app, you can search for duplicates:

• Among app items.
• Among the Leads and Deals apps.
• Among the Leads and Companies apps.

2. For the Deals app, you can search for duplicates:
   • Among app items.
   • Among the Deals and Leads apps.
   • Among the Deals and Companies apps.
3. For Companies, items of the app are compared with each other.
4. For Contacts, search for duplicates is performed among all created contacts.

Based on the pre-configured rules, app items are considered duplicates in the following cases:

• For the Leads, Deals, and Companies apps:
  • If items have similar names.
  • If the Name, Work phone, or Work email in the contacts linked with the app items are identical.
• For the Contacts app: if items have similar values in the Work phone and Work email fields.

Activate a duplicate detection rule

By default, all duplicate detection rules are switched off, and their status displayed on the right is Inactive. To enable duplicate detection, set the status of at least one rule to Active and click Save at the bottom of the page.

After that, each time a new item appears in the app that you activated rules for, the system will run a duplicate check, and you will get a notification if it finds matches. You can also run a duplicate check among all the previously created app items.

Edit a pre-configured rule

You can edit the pre-configured rules if needed. To do this, click on the rule name in the list. In the opened window, specify the field values.

• Rule name*. The name that will be displayed in the list of rules.
• Description. The description of the rule.
• Match with. The second app participating in the duplicate check. Please note, that in rules that compare items within the same app, this field will be called App*, and you will be able to change its value. To do so, click the trash can icon, and then select an app from the list.
• Conditions*. The rules that are used to match fields in app items. The table has four columns:

1. The field of the app that the rule is set up for.
2. The Operation, that is, one of the two comparison operators:
   • Equals (=). Only exact matches will be considered potential duplicates.
   • Similar. Duplicates define items whose fields contain the same information. Matches are checked by alphabetic and numeric values, excluding symbols. For example, a search for duplicates for the company Helix A will result in the items Helix and Helix A B, and the record Helix_A_B will not be found. The option is available for the following data types: String, Category, Account, Phone number, Email, and Link.
     In ELMA365 On-Premises Enterprise and ELMA365 SaaS Enterprise deliveries, a full-text search for duplicates is available, taking into account characters in fields of String type. To enable this option, the system administrator should contact ELMA365 tech support.
3. The field of the second app participating in the duplicate check. The items of the first app will be matched with the items of this app.
4. Percentage. The value of the rule as a percentage. Please note that the percentages of all matches found during a duplicate check are added together, and the total is shown in the search results. For example, a rule includes two conditions for two fields, and each has a Percentage of 50%. If both of these fields in two app items are exact matches, the probability of it being a duplicate will be 100%.

You can edit or delete a duplicate detection condition. You can also create a new one by clicking the +Condition button and setting up the comparison parameters. To select the fields that need to be compared, click the <Not defined> link. Note that the Search and sort by field option needs to be enabled for the fields you choose. If it is disabled, you will see a notification.

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