How to identify duplicate customers when entering new customers?

Updated on December 6, 2021 06:32AM by Admin

Duplicate records or data redundancy is a common attribute of any database. Duplicate records are the repetition of information within a database.

How does data redundancy or duplicate records occur?

This is a common bane in a database that has a list of clientele or customer data. For instance, if the customer's information is entered each time he calls the business or makes separate visits, the data is entered twice and all the attributes are duplicated. However, if you have set privileges to capture the duplicate data, it makes things easier.

Apptivo Customers App does prevent the entry of duplicate customer records. If you want to implement or utilize that, then you will need to configure the settings. Follow the below steps to define the criterion.

To define the criteria for Customers duplicates

  • Log in and access Customers App from your universal navigation menu bar.
  • Click on the “More(...)” icon and select “Settings” located at the app header bar.
  • Click on "General → Duplication Rules" from the left navigation panel.
  • Enable the toggle to define the criteria.
  • Set the option either to prevent duplication automatically or warn and flag the duplication for review.
  • Click on the "Create" button.
Duplication Rules
  • Enter the following details:
    • Rule Name: Name of the criterion.
    • Set the matching rules inline-level.
    • Attributes - Select the attribute, here "Name" is selected.
    • Fuzzy Logic - The name field may have Partial value.
    • Exact Logic - The name must match the exact value.
    • Validate Other Apps - Enable the toggle to select the apps for duplicate validation across other apps.
  • Enter the mapping attributes to validate across other selected apps by clicking the Mapping button on the Matching Rules.
Mapping Attributes
  • Click on the "update" button.
Validate Other Apps
  • Then, click on the create button to complete the duplication rules.
  • Here, we have set the criteria as if the Name field has the value that is the same as the existing customer, it will flag for duplication review.
Rule Updated
  • Now, create a new customer record with the same name as the existing customer name.
  • At the time of creation, you will view the warning message with existing customer records.
Warn a Flag

How to Prevent Duplicate automatically?

On the settings area, you will view the option to prevent the duplicate records automatically. This allows you to view the warning message at the time of creating a new record, but it will not allow you to ignore & create the new record.