To search for identical items stored in apps inside the CRM workspace, you need to enable rules for duplicate detection.
Only the users included in the Administrators group can set up duplicate detection rules.
Click near the workspace’s name and open the Duplicate settings. On the page that opens, you will see three tabs:
- Duplicate rules.
- Duplicate search results. Here you will see all the app items found during automatic duplicate checking.
- Advanced settings. Here you can set up the minimal overlap percentages after which app items will be considered potential duplicates with a high or medium probability. You can also define the minimal number of symbols in a field for it to be checked. It is also possible to select the statuses of the app items that will be included in the search and the statuses assigned to the identified duplicates.
You can select an app and activate one or more rules for it.
- For the Deals app, you can search for duplicates:
- within the app
- among the Deals and the Leads apps
- among the Deals and the Companies apps.
- For the Companies app, you can search for duplicates within the app.
- For the Leads app, you can search for duplicates:
- within the app
- among the Leads and the Deals apps
- among the Leads and the Companies apps.
The conditions set up for each rule by default are the same. App items are considered duplicates in the following cases:
- The Name field in the app items is identical.
- The Name, Work phone, or Work email in the contacts linked with the app items are identical.
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 that, click a rule’s name in the list and specify the fields that need to be compared.
- 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. If you’re editing a rule for duplicate detection within one app, this field will be called
- App*. You can change the app by clicking and select another app from the list.
- Conditions*. The rules that are used to match fields in app items. The table has four columns:
- The field of the app that the rule is set up for.
- The Operation, that is, one of the two comparison operators:
- Equals (=). Only exact matches will be considered potential duplicates.
- Similar. If some fields have similar data, the app items will be considered potential duplicates. For example, when a company named Healix A undergoes a duplicate check, the matches will include Healix and Healix B. The Similar operation is available for the following data types: String, Category, Account, Phone number, Email address, and Link.
- 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.
- Percentage. The value of the rule as a percentage. 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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