ManageDuplicates

Duplicate management is vital for a clean database. To prevent families from receiving inaccurate or duplicate mailings, it is important for each family to have a single account in Admire.

Under the Accounts menu, click the option “Manage Duplicates”.

SEARCH:

The Search tab allows you to search based on specific criteria for potential duplicates found in your database. The goal is to find duplicates, and have them merged, or categorized under “Not a Duplicate”.

1. Select the criteria to determine whether 2 accounts are duplicate.  Note: When searching based on address, it's best if your addresses are standardized, which can be done easily with our Address Verification.
2. Optional – Set your own filter using the Format and Filter bar. You can choose whether the filter should be applied to both accounts or any account
3. To exclude any specific address types when searching by Last Name/Address or First Name/Address, click on  and check off the address types to exclude in your duplicate search.
4. Press Search
5. Review the list results. Select All, or select the ones you’d like entered into the duplicate system.
6. Press “Mark Duplicate”. All the selected records will be entered as a Potential Duplicate.

MANAGE:

The manage tab loads your list of duplicates. There are 4 statuses: Potential Duplicate, Verified Duplicate, Already Merged, Not A Duplicate.

You can choose to view the list color coded or not. . Potential duplicates in yellow, Verified duplicates in pink, already merged in purple, not duplicates in green. You can choose whether or not to view the not duplicate and already merged records.

You can edit the statuses one by one from the list, delete records , and add any notes.

Remember to press “Save”  on the top left to save your changes.

You can also refresh the list at any time, by pressing the “Refresh” button.

To run a report of duplicate records, click on the "Report" button. Choose the 'duplicate list' report or export.

Right click on a record for more editing options, to view Account details, or to merge.

MERGE/DELETE ACCOUNTS:

You can merge accounts at any time by pressing the “Merge” button on the Manage tab, or right clicking on the selected record.

Hint: To easily find a record on the grid, use the top sort bar and type in the ID#, account name, etc in the appropriate column.

Account #1 – the account to be deleted.

Account #2 – the account to remain. All linked information from account #1 will be moved to account #2. This includes telephone numbers, addresses, individuals, pledges, payments, ads, reservations, contact logs etc.

Basic account information such as Last Name, His Name, Her Name, Titles, Default address, etc will remain as is specified for Account #2.

1. Choose Account #1
2. Choose Account #2 (to swap account #1 and account #2, click on the up/down arrow )
3. Review to make sure this is what you want done. Merging accounts cannot be undone .
4. Press Merge.

       The accounts will be merged. If it was entered as a duplicate, the status will change to “Already Merged”.

You can delete an account from Admire completely if there are no linked records of importance.

1. Choose Account #1
2. Change Merge Accounts to Delete Accounts
3. Review  to make sure this is what you want done. Deleting accounts cannot be undone, and may cause data loss.
4. Review Again!
5. Press Delete

The account you selected will be deleted from Admire. All contact information, associations will be lost. If the account was listed under an Ad, Dedication , Check Scan or Student Emergency Contact – the underlying record will not be deleted, rather will remain with no Account Id.

DUPLICATES AROUND ADMIRE:

There are additional ways to tag accounts as duplicate throughout Admire. You can right click on any Account Information Panel and select “Mark Duplicate”. This is beneficial when using the Quick Payment Entry and would like to flag an account as duplicate to be merged later on.

Alerts - The bottom right corner of Admire shows alerts. Potential and Verified duplicates will be listed there.

Account  - When viewing an open account, you can now view its duplicate history. Right next to our attachment and tasks menu, we have our new Duplicate icon.  When there are potential or verified duplicates, there will be an exclamation mark with the duplicate accounts in the drop down.  If there are no duplicate accounts, there will be a green check.