Prevent duplicate records to keep your data clean and concise with Duplicate Prevention settings for all Apps.
User Permissions: Only Administrators or App Admins can customize an Apps Duplicate Prevention settings.
This article covers the following topics:
Navigate to Duplicate Prevention
There are two ways to access an Apps Duplicate Prevention settings.
1. From the Navigation Menu, go to Settings > Apps and select the App you'd like to edit. Select the Duplicate Prevention tab from the menu at the top of the General App Settings page.
2. From the Apps Home Page, hover your cursor over an App icon and you'll see the gear icon appear in the top right corner. Click on it to enter the App Settings for that App.
Select the Duplicate Prevention tab from the menu at the top of the General App Settings page.
Duplicate Prevention Settings
You can decide whether Duplicate Prevention rules are applied when a record is created, updated, or both. You will also have to set the Match Condition(s) for your Duplicate Prevention rules.
Prevent Duplicates When Adding/Updating New Records
You have two main options when setting your Duplicate Prevention preferences:
- Prevent Duplicates When Adding New Records
- Prevent Duplicates When Creating New Records
You can select one or both options. They are unselected by default.
Note: Operations like import and bulk edit skip the duplicate rules check for faster processing.
Match Condition
The Match Condition fields allow you to designate what fields FreeAgent will look at when applying Duplicate Prevention rules. The options will appear in a drop-down menu populated with the fields in the App you are setting the Duplicate Prevention rules in.
For example, when setting the Duplicate Prevention rules for the Contacts App, you could designate the Last Name field as a Match Condition, meaning any record that has the same value in the Last Name field will not be created.
You can add multiple Match Conditions by selecting the + button on the right hand side of the Match Condition field. You can remove a Match Condition by selecting the - button on the right hand side of the Match Condition field.
Including multiple Match Conditions ensures your Duplicate Prevention settings are precise enough that records are not excluded by mistake.
Continuing with our Contacts App example, you could designate the First Name and Last Name field as Match Conditions, since people having the same last name is not uncommon.