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Maintaining a contact base of high quality requires time and being strategic with the information that we choose to collect. One of the most common issues is the unintentional creation of duplicates. Even if Secutix has some strategies in place to avoid this, such as forcing a contact search before enabling the creation of a new contact, sometimes it's not possible to avoid it from happening.

This is why our software has a batch aimed to the identification of potential duplicates: You will only have to check the list of potential duplicates and select the ones you want to merge in order to maintain a clean contact database.

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You can check here how to set it up.

In

First, we are going to check the "Batch of duplicates detection":

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the Organization context, within the

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Contact module, you can find the

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1. In order to launch it you will have to click on "New" and add a batch of "Duplicates detection" (aka. Détection des doublons).
2. Once the batch is saved, you can set it up at your convenience. It is not recommended to run it more than once every 24h. Click here to know more about its set up.
3. Every time the batch is run, an algorithm will check the contact base and identify potential duplicates: these contacts will then appear in orange in the contact search screen.

Indicators taken account by the batch for the identification of duplicates

 Contacts with a zip code

Those contacts that have the following identical elements are considered to be duplicates:

• The role of the contact.
• The SOUNDEX evaluation (phonetization feature of ORACLE) of the names and surnames of the individual contacts.
• The first 35 characters of the standardised address (street number + type of road + street name).
• The zip code with capital letters.
• The country.
• The name of the structure if the contact is associated with a structure (this is an optional element for the definition of the identifier for the duplicate).

 Contacts without a zip code but with a mail address

Those contacts that have the following identical elements are considered to be duplicates:

• • The role of the contact.
  • The SOUNDEX evaluation (phonetization feature of ORACLE) of the names and surnames of the individual contacts.
  • The main mail address (“Mail 1” field).
  • The name of the structure if the contact is associated with a structure (this is an optional element for the definition of the identificatory for the duplicate).

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Duplicates control menu: Here you'll be able to search for potential duplicates identified by the system (Duplicate state* = Potential).

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If you click on a line (THE NUMBER OF THE LINE), you could choose the information that you wish to retrieve after the merge and merge these two contacts or tell the system that that is a false-positive (= false-positive).

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1. After the merge, the contact selected as "head of the duplicate" is the one that will remain active and every entity related to the duplicated contact (including its history) will be attached to the head of the duplicate.

Duplicates not detected by the batch

The batch might not identify some duplicates because the criterion for the detection does not store any data. However, you as a human can notice a duplicates pair. What can you do?

1. First, enter the contact numbers of the contacts in question and click “Search” on the duplicates management interface. Then, the button “New” will appear.
2. Click on the button and enter the contact number of the head of the duplicate (the one that you wish to keep).
3. Do the same with the second contact.
4. Merge your duplicates choosing which one you wish to keep.

You could detect the duplicates of the structure type in the same way. You can find more information on this website!

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Eléments pris en compte par le batch pour l'identification des doublons

 Contacts avec adresse postale

Sont considérés comme doublons les contacts dont les éléments suivants sont identiques :

• Le rôle du contact
• L'évaluation SOUNDEX (fonction de phonétisation Oracle) des noms et prénoms du contact individuel
• Les 35 premiers caractères de rue (numéro de rue + type de rue + nom de la rue) normalisée
• Le code postal en majuscules
• Le pays
• Le nom de la structure dans le cas où le contact est associé à une structure. (Cet élément est facultatif pour la définition de l'identifiant pour le dédoublonnage.)

 Contacts sans adresse postale mais avec adresse email

Sont considérés comme doublons les contacts dont les éléments suivants sont identiques :

• Le rôle du contact
• L'évaluation SOUNDEX (fonction de phonétisation Oracle) des noms et prénoms du contact individuel
• L'adresse email principale (champ email 1)
• Le nom de la structure dans le cas où une structure est associée au contact. (Cet élément est facultatif pour la définition de l'identifiant pour le dédoublonnage.)

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Doublons non-détectés par le batch

Il arrive que le batch ne détecte pas certains doublons car les critères de détection ne sont pas remplis. Ceci dit, en votre qualité d'humain, vous détectez qu'il s'agit bien d'une paire de doublons. Que faire?

1. Commencez par relever le numéro de contact des contacts concernés et rendez-vous dans l'écran de gestion des doublons et lancez une recherche. Vous verrez alors le bouton "Nouveau" apparaître.
2. Cliquez sur ce bouton et entrez le numéro de contact de la tête de doublon (celui à garder).
3. Faites la même chose avec le second contact.
4. Fusionnez vous doublons en choisissant ce que vous conservez chez l'un ou l'autre de vos contacts.
   
   

Selon ce même principe, vous pouvez dédoublonner des contacts de type structure. Rendez-vous sur cette page pour en savoir plus!

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