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.

All systems come with a default duplicate management rules. Shape automatically checks phone numbers OR email addresses for duplicates and will warn your with a warning icon if there is a duplicate record detected. If you’d like to use other data to identify duplicates, check the available fields within your system. Each system will automatically populate the available fields to check for duplicates. Default duplicate management rules go off of “OR” duplicate management rules.

All systems come with a default duplicate management rules. Shape automatically checks phone numbers OR email addresses for duplicates and will warn your with a warning icon if there is a duplicate record detected. If you’d like to use other data to identify duplicates, check the available fields within your system. Each system will automatically populate the available fields to check for duplicates. Default duplicate management rules go off of “OR” duplicate management rules.


Identifying Duplicates

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.”

If there are duplicates detected, there will be a warning icon next to the record in the list view. 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.

If there are duplicates detected, there will be a warning icon next to the record in the list view. 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.

Within the record’s profile page, there will also be warning icons next to all of the detected duplicate fields. 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.

Within the record’s profile page, there will also be warning icons next to all of the detected duplicate fields. 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.


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.

All duplicate data points will be identified with a yellow warning icon. Merge single line items by pressing the “Merge” button individually. To merge all, by clicking the “Merge All” button at the top. As you merge data points, you will see the change on this page in real time. 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. Merge single line items by pressing the “Merge” button individually. To merge all, by clicking the “Merge All” button at the top. As you merge data points, you will see the change on this page in real time. To switch the direction of the merge, use the radio button to select either the “New” or “Existing” record as the primary record.

No data will be permanently merged until you press “Save Record” at the bottom of the screen. Upon saving, the desired duplicate will be merged with the information selected and the unwanted duplicate will be deleted. If you’d like to delete the unwanted record without merging data, scroll to the bottom of the compare duplicates page and press “Delete Record.” Open the records by scrolling down to the bottom of the page and pressing “Open Record Details” to open the records in a new tab.

No data will be permanently merged until you press “Save Record” at the bottom of the screen. Upon saving, the desired duplicate will be merged with the information selected and the unwanted duplicate will be deleted. If you’d like to delete the unwanted record without merging data, scroll to the bottom of the compare duplicates page and press “Delete Record.” Open the records by scrolling down to the bottom of the page and pressing “Open Record Details” to open the records in a new tab.


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.


Need More Help? Contact us at support@setshape.com