What Is Duplicate Management?
Maintaining accurate data builds the trust of your team and helps you work toward complying with various data protection and privacy regulations. Shape gives you tools for managing duplicates one at a time manually or automatically to track and eliminate duplicate records. Configure duplicate management rules to detect duplicates. Run different duplicate rules for different scenarios by customizing the logic used to identify duplicates.
Manual Reconciliation of Duplicates
Manual duplicates are identified by a warning icon within the system. You can also find duplicates in the “Reports” dropdown under “Duplicate Records.” When you click on the warning icon, you have the option to “Compare” with the other duplicate(s) detected or simply delete the record entirely.
Automatic Reconciliation of Duplicates
If you decide that you do not need to manually confirm or deny every identified duplicate, you can automate the reconciliation and merging of duplicate records programatically. When a program uses automatic reconciliation, duplicate records will be automatically merge based on the criteria that you define in the settings page.
Creating Duplicate Condition Criteria
Defining what is considered a duplicate for that rule is done in the “Conditions” section. Groups: Add groups that compare rule combinations. In the example below, the system will check First Name, Last Name and Phone OR First Name, Last Name, and Email to identify a duplicate. Therefore, if full name and a form of contact method are duplicated within the system, those records will be considered a duplicate.
Automatic Merge Rules
Choose how you want to merge the duplicate records and what fields you’d like to merge when duplicates are combined into a single record.
Identifying & Manually Merging Duplicates
If there is a duplicate record detected, there will be a warning icon in the list view, indicating that there is a potential duplicate lead. When you click on the warning icon, you have the option to “Compare” with the other duplicate(s) detected or simply delete the record entirely. You can also find duplicates in the “Reports” dropdown under “Duplicate Records.”
