Enabling the Duplicate Record Check for a Service

Aptify allows organizations to configure the system to check for possible duplicates when users save new records. This helps avoid a situation where the same person, item, or event has multiple records within the system.

An organization implements duplicate checking on a service-by-service basis depending on an organization's specific requirements. Contact your system administrator to determine whether or not a particular service has duplicate checking enabled. Administrators can refer to the Adding Plug-Ins to an Entity for more information on duplicate checking.

When enabled, Aptify can identify absolute duplicates and potential duplicates. Your administrator determines what information much match for a new record to qualify as a potential or absolute duplicate for an existing record. This criterion may vary on a service-by-service basis. Once a duplicate check plug-in has been added to an entity, all records saved through the Generic Entity (GE) are verified by this object. A duplicate check object can identify absolute duplicates and potential duplicates.

This topic covers the following sub-topics:

• Addressing Absolute Duplicate Records
• Addressing Potential Duplicate Records

Addressing Absolute Duplicate Records

If a user attempts to save a record that Aptify has identified as an absolute duplicate for an existing record, a message box appears on-screen.

For absolute duplicates, you cannot save a new duplicate record. Choose one of the following options when this message appears:

• Click Yes to see the duplicate record.
  • If Aptify detected that the new record is a duplicate of one existing record, Aptify opens that record in a second form when you click Yes.
  • If Aptify detected that the new record is a duplicate of multiple existing record, a new window appears that displays a view of the matching records when you click Yes.
• Click No to return to the new record without saving.

Addressing Potential Duplicate Records

If a user attempts to save a record that Aptify has identified as a potential duplicate for one or more existing records, a message appears on-screen.

Choose one of the following options when this message appears:

• Click Cancel Save to return to the new record without saving.
• Click Save Record to save the new record without first reviewing the records that Aptify has identified as potential matches.
• Click View Duplicates to see the duplicate record(s).

  • If Aptify detected that the new record is a duplicate of one existing record, Aptify opens that record in a second form when you click View Duplicates.

    Note About the Web Interface

    You can also see the duplicate record(s) in the Web Interface by clicking the View Duplicates button.

If Aptify detected that the new record is a duplicate of multiple existing records, a new window appears that displays a view of the matching records when you click View Duplicates.