To configure search for duplicates in an app, define which fields of the app and how often the system will check automatically.
Click the gear icon next to the app name and select Duplicate settings. Select the Enable duplicate search check box. On the tabs that appear, you can set up duplicate rules and run a manual check for duplicates.
Only users included in the Administrators group can set up duplicate rules.
Duplicate rule settings
To add a new duplicate rule, click the +Rule button and specify the rule parameters:
- Enter the Rule name a user will see later in the rules list
- Enter the rule Description
- In the Match with field, specify the app to compare your app with. You can check for duplicates within the same app or compare items of different apps. For instance, you are configuring search for duplicates in the Contacts app and want to compare new contacts with client profiles of the Clients app. In this case, you should select the Clients app in the Match with field.
After you have selected the app, the Matching rules parameter will appear. To configure it, specify fields for comparison.
The Matching rules table has five columns:
- Logical operator. Specify the logical operator to compare two or more fields of the item. You can use AND and OR operators. Use the AND operator if several fields of two items should match to consider one of them a duplicate of another. Use the OR operator if the item should be considered a duplicate if either of the fields is a match.
- Operand 1. Specify the app field that the system will compare while searching for duplicates. For example, for an app that stores customer’s contact details, select the Name field. Note that you can only use fields with the active “Search and sort by field” parameter. If the parameter is not active, the system will offer you to activate it.
- Operation. Specify the required relational operator. You can select from three options:
- The = operator. The items with identical values in specified fields will be treated as duplicates.
- The Contains operator. Suppose the system is comparing two app items and is checking their ContractorName field. If the field of the item that already exists in the system contains the value specified in the name field of the new item, the new item will be considered a duplicate.
- The Contained in operator. Suppose the system is comparing two app items and is checking their SupplierName field. If the field of the item that already exists in the system is contained in the value specified in the name field of the new item, the new item will be considered a duplicate.
The following example helps to understand the use of the Operation options better. Say we specified the Contains operator for the Name field of the Company app. Let’s search for duplicates of a company named “Helix A.” The search result will include “Helix A,” but not “Helix A B.”
Now let’s rewrite the rule above using the Contained in operator and search for duplicates of a company named “Helix A B.” The search result will include the “Helix A” company as well.
The Contains and Contained in operators can be applied to fields of the following types only: string, name, category, account, phone number, e-mail, and id.
- Operand 2. Select the fields of the app that the Operand 1 will be compared to, for example, the Name field of the Clients app. Please note that the “Search and sort by field” parameter must be active.
- Percentage. Specify the match percentage value. Suppose you define it as 60 percent. When the system finds a duplicate, you get notified that the probability of an item being a duplicate is 60 percent.
You can create as many rules for the app as necessary.
There are two more settings below the rules table:
- Change status to. This setting allows you to select the status that will be given to every duplicate. For example, you can use it to send duplicate deals to the Archive.
- Check by time. If you want the system to check for duplicates, automatically schedule the checks time and interval. It is very convenient for apps where items are created automatically, for example, during a business process. Search results will be displayed on the Duplicate search result tab of the Duplicate settings page. Below you can see what the settings of a duplicate rule may look like.
Don’t forget to click Save both on the rule settings and on the Duplicate Rules pages to enable the rule.
You can edit, disable or delete the rule. To do that, open the app menu and select Duplicate settings.
There is a Status field on the right side of each rule. This field has two options: Active or Inactive. By default, the system assigns the Active status to a newly created rule, but you can change the status at any time.
To edit a rule, click on its name in the list. To delete a rule, click the recycle bin icon next to the status field.