Managing Duplicates

Though you should make every effort to avoid duplicate records in ClearVantage, duplicate records may be entered into your database by staff and/or via the web.You should regularly check your database for duplicate entries. If you do find duplicate records, you can easily merge the most current information into a single record and delete the outdated information.

Likely duplicates are found by the system by mainly using a duplicate key assigned to an individual's record or an organization's record. This duplicate key is created when the record is created and it cannot be changed. The duplicate key for an individual record is made up of the first 20 characters of the last name, the first 15 characters of the first name, the first 10 characters of the address (no spaces), and the first 5 digits of the zip code. The duplicate key for an organization record is mde up of the first 45 characters of the organization's name (no spaces), and the first 5 characters of the zip code.

Finding Duplicate Records

To view records that are likely duplicates for organizations go to: Admin > Manage Data for Organizations

To view records that are likely duplicates for individuals go to: Admin > Manage Data for Individuals

A new tab will open and you will see a list showing the most likely duplicate records which is the default filter when opening the tool. The default filter will show records that have the duplicate key, email, alternate email, alternate email 2, web user ID, and mobile phone all matching. This requires an all match, not any match. Only records with at least one non-empty match field are included. The filter on the list can be changed to show duplicates using different fields to compare.

You can also search for specific records using the search button at the top of the list. This button will open a window where you will be able to enter specific data to find records.

To learn how to merge individual records, please see Merge Individual Records. To learn how to merge organization records, please see Merge Organization Records.

Merge Individual Records

1. Once you have confirmed the two records you want to merge, note the Individual ID of both records - one of which is the source record, while the other is the target record.

2. Click one of the records you wish to merge and click the “Merge Duplicates” button in the Activity Panel.

   

3. A Merge Duplicates window prompt will appear asking if the record you have highlighted is the “Target”, “Source”, or “Neither”. Select the appropriate response.

   

4. A Merge Duplicate Records window will appear. Use the “Select Source Record” or “Select Target Record” to search for either your source or target, depending on which one you choose in the previous step.

   

5. Use the Individual ID to search for your source or target record. Click “Select Person” to add the record to the Merge Duplicate Records window.

   

6. Select the field values you wish to maintain. By default, the Merge Utility is set to use the value in the Target Record when merging. If there is no value for a field in the Target record, the system defaults to use the value in the Source Record. You can change which record field information comes from by changing the “Use Data from:” dropdown fields in the middle of the window:

   • Target: The record that was dragged into and appears on the right side of the Merge Records screen.

   • Source: The record that was dragged and appears in the middle of the Merge Records screen.

   • Skip: Maintains each record with the existing information. This is useful when you need to further research the information before deleting the record.

7. Click the “Perform Merge” button to complete the merge once you have selected all desired fields. You will get a confirmation prompt. Click “Yes” to proceed. When files are merged, associated information for the Source record such as Registrations, Subscriptions, Invoices, Payments, and Action Items will be transferred to the Target record.

8. A Confirm window will appear once the records are merged. Click “Yes” to delete the source record or you can delete the Individual Source Record manually. We recommend automatically deleting source records following the merge. You cannot manually delete an Individual or Organization Notebook without first deleting any information stored in the history tabs. Therefore, you will not be able to manually delete records containing posted payments.

Merge Organization Records

1. Once you have confirmed the two records you want to merge, note the Org ID of both records - one of which is the source record, while the other is the target record.

2. Click one of the records you wish to merge and click the “Merge Duplicates” button in the Activity Panel.

   

3. A Merge Duplicates window prompt will appear asking if the record you have highlighted is the “Target”, “Source”, or “Neither”. Select the appropriate response.

   

4. A Merge Duplicate Records window will appear. Use the “Select Source Record” or “Select Target Record” to search for either your source or target, depending on which one you choose in the previous step.

   

5. Use the Org ID to search for your source or target record. Click “Select Person” to add the record to the Merge Duplicate Records window.

   

6. Select the field values you wish to maintain. By default, the Merge Utility is set to use the value in the Target Record when merging. If there is no value for a field in the Target record, the system defaults to use the value in the Source Record. You can change which record field information comes from by changing the UseType in the Merge utility:

   1. Target: The record that was dragged into and appears on the right side of the Merge Records screen.

   2. Source: The record that was dragged and appears in the middle of the Merge Records screen.

   3. Skip: Maintains each record with the existing information. This is useful when you need to further research the information before deleting the record. The information that is to be maintained in the profile tab will be in red.

7. Select the “Perform Merge” button to complete the merge. You will get a confirmation prompt. Click “Yes” to proceed. When the records are merged, associated information for the Source record such as Invoices, Payments, and Action Items will be transferred to the Target record.

8. The system will prompt you to delete the source record, or you can delete the Organization Source Record manually.

Adding Merging Instructions

To add merge instructions or a message at the top of the merge duplicate record screen, follow the steps below:

Adding merge instructions for individual merge:

1. Click on the administration main menu dropdown and select Edit Reference Tables.

   

2. Find and select the CV Online System Settings reference table.

3. Click Add Record at the bottom right-hand corner.

4. Set the setting field to MERGE_INSTRUCTIONS_IND.

5. Type the message that will show in the merge duplicate record screen into the Value text box.

6. Select the environment you want the message to show up in from the Environment dropdown.

   

7. Click Save.

Adding merge instructions for organization merge:

1. Click on the administration main menu dropdown and select Edit Reference Tables.

   

2. Find and select the CV Online System Settings reference table.

3. Click Add Record at the bottom right-hand corner.

4. Set the setting field to MERGE_INSTRUCTIONS_ORG.

5. Type the message that will show in the merge duplicate record screen into the Value text box.

6. Select the environment you want the message to show up in from the Environment dropdown.

   

7. Click Save.