Duplicate Record Management in Shape Software
Why is duplicate management important?
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.
Shape’s Default Duplicate Rule
All systems come with a default duplicate management rules. Shape automatically checks phone numbers and email addresses for duplicates and will warn your with a warning icon if there is a duplicate record detected.
If there is a duplicate record detected, there will be a yellow warning icon in the list view and on every duplicate field detected. 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.”
Manually Managing Duplicates
By default, duplicate reconciliation is done manually. Duplicates are identified by a yellow 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.
When you “Compare” you are brought to a screen that compares the duplicate records detected the duplicates page identifies the opened record and allows you to choose which data points you’d like to merge. Merge all, by clicking the “Merge All” button at the top. To switch the direction of the merge, use the radio button to select either the “New” or “Existing” record as the primary record. All duplicate data points will be identified with a yellow warning icon.
Automatically Managing Duplicates
By default, duplicate reconciliation is done manually. However, 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.