• Product

  • Solutions

  • Pricing

  • Support

  • Blog

  • More

    Contact Us
    1. Articles
    2. System Management
    3. Detect and merge duplicate records
    Search
    sbest
    Oct 24, 2018
      ·  Edited: Mar 13, 2019

    Detect and merge duplicate records

    To help ensure data integrity, ChilliDB has features that prevent, identify, and eliminate duplicate records.

    Preventing Duplicates

    ChilliDB has duplicate protection for Contacts, Client Administration Clients, Organisations and through many modules such as ATAPS. When you try and create a record, ChilliDB will present a number of matching records if any are found, and give you opportunity to view those records, cancel your creation, or continue to create your record.


    Duplicates can still occur especially when using Web Controls, or Data Loader, or just user error.


    Duplicate Detection

    To help you maintain quality data, ChilliDB makes available Duplicate Detection tools under the System menu > Data Management > Duplicate Detection.


    From there, you can choose a module in ChilliDB, and it will present a list of records which look like they could be duplicated. You can then work through them and expire those records which are duplicates.


    Duplicate Merging

    Duplicates identified using the duplicate detection can be merged.


    All fields for the source contact/organisation and relationships to other modules such as contacts, notes, events, membership, etc will be transferred to the target contact/organisation. However existing information in the target contact/organisation will not be overwritten. Once the process has completed the source contact/organisation will be expired


    Merging Process

    To select the records to merge you must navigate to System>Data Management>Duplicate detection. Then select a module to check for duplicates held in that module. After you have done this a list of records that are potential duplicates appear.



    If you cannot see your duplicates here, you can change the name of the duplicate record so it matches the record you want to merge with and the duplicate detector will pick it up. Click the number of occurrences to show the duplicates.


    Here you can select the record you want to keep (target) and what should merge with it (source). Once merged, the source record will be expired.


    Contact Merge Rules

    When doing a contact merge, contact references are updated in the following modules

    1. Organisation

    2. Note

    3. Event

    4. Membership

    5. Case

    6. Client admin

    7. Survey

    8. Asset Register

    9. Contract Management

    10. Document Register

    11. QI

    12. Distribution List

    13. Group

    14. Contact role

    15. Quick links

    16. Appointments

    17. All custom live data fields of Contact type

    Below are some rules for what fields can and cannot be transferred. Remember, fields in the target contact cannot be overwritten, new information is only added if the field is empty. You can work around this by manually emptying fields in the target contact if you know the source contact holds the correct data.




    Organisation Merge Rules

    For organisation merges, Organisation references are updated in the following modules:

    1. Contact

    2. Note

    3. Event

    4. Membership

    5. Case

    6. Client admin

    7. Survey

    8. Asset Register

    9. Contract Management

    10. Document Register

    11. QI

    12. Distribution List

    13. Group

    14. Contact role

    15. Quick links

    16. All custom live data type of Organisation type


    Below are some rules for what fields can and cannot be transferred. Remember, fields in the target organisation cannot be overwritten, new information is only added if the field is empty. You can work around this by manually emptying fields in the target organisation if you know the source organisation holds the correct data.




    Was this article helpful?

    0 comments
    0

    Contact Us

    ​

    Polymorphic Solutions

    ​

    Level 13, 97 Creek Street
    Brisbane, QLD, 4000

    Australia


    info@chillidb.com

    Tel: 1300 65 72 43

    ​

    ​

    About

    ​

    Blog

    Partners

    Pricing

    Terms of Use

    Privacy

    Security

    ​

    ​

    Product

    ​

    Health Services

    Community Services

    Associations

    Features

    ChilliDB Demonstration

    Demonstration Videos

    ​

    Solutions

    ​

    Contract Management

    Client Administration

    Case Management

    Home And Community Care

    Access to Allied Psych. Services

    Rural Primary Health Services

    Partners In Recovery

    Website Integration

    Outlook Plug-In

    SMS Messaging

    Support

    ​

    Help Desk

    Help Centre

    Webinar Schedule

    Training Request Form

    Training Videos

    FAQ

    System Status

    ​

    ChilliDB is a Registered Trademark of Polymorphic Solutions © 2021