Deduplication is a process available with the CRM module which is used to merge two or more CRM records together. For CRM records to flag as duplicates certain criteria must be met, this is matching Surname/Company Name and Postal Code, other optional criteria that is available to use when searching for potential duplication's include; matching First Line Address, Initials, Email Address and Mobile No.
Upon entering the Deduplication screen you'll be given a list on CRM records where the system has found 2 or more CRM records that have matching Surnames/Company Names, the deduplication screen can be found in:
CRM > Processing >Data Cleanse > Deduplication
From here you can either add more search criteria available to filter down your duplication results or you can manually type in the potentially matching records Surname or Company Name.
When you've found the result you are looking for you can double click on to it to bring up the 'Potential Duplicated Customers' screen, from here you can manage these records by either telling the system that these are 'Not Duplicates' which will then remove them from the listing, or you can Process them.
After choosing to Process the duplicate CRM records you'll then be navigated to Data Cleanse Information screen, shown below:
The preferred record will always be shown as number one this is the record that would contain the most information. Should you want to change the preferred record so the duplicate record becomes the preferred record select the drop down above the record and the order in which they are presented will be displayed.
Selecting yes will change the order in which the records are displayed. Select no will cancel the request.
Each of the fields in the preferred and duplicate records can be viewed by single clicking the desired box and drilling into view the relevant information. The example shows the preferred record contains one entry in the Vehicles (O, D, K) - Owner, Driver, Keeper - field in the marketing record. By drilling into this box further information will be displayed.
From this screen by double clicking the vehicle record the full marketing record will be displayed. After the marketing record has been investigated, selecting close will return to the previous screen.
Within these screen there are four different options;
* Close: returns you to the potential duplicate customer screen
* Not Duplicate: removes the records from the deduplication report
* Delete: remove the CRM records from the CRM module
* Merge: selecting merge will create one marketing record. Tick boxes that are alongside marketing headings can be ticked/unticked depending on the fields that you wish to merge.