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 feature in Servis.ai helps define the criteria for identifying duplicate records. These conditions determine which fields the system checks when enforcing Duplicate Prevention rules.
How It Works
- Selecting Match Conditions: You can choose specific fields from a drop-down menu, which lists all available fields in the app where you're setting up Duplicate Prevention.
- Example Usage: In the Contacts App, setting "Last Name" as a Match Condition means any new record with a duplicate last name won’t be created.
- Adding Multiple Conditions: Click the "+" button to include more Match Conditions.
- Removing a Condition: Click the "- button" to remove an existing Match Condition.
By using Match Conditions effectively, you can prevent duplicate entries and maintain cleaner, more accurate data in your system.
To ensure precise Duplicate Prevention in Servis.ai, it's beneficial to set multiple Match Conditions. This approach minimizes the risk of unintentionally excluding valid records.
Example: In the Contacts App, consider setting both "First Name" and "Last Name" as Match Conditions. This is because sharing a last name is common, and relying solely on it might lead to unnecessary exclusions.
By combining multiple Match Conditions, you enhance the accuracy of duplicate detection, maintaining the integrity of your data.