Duplicates Prevention Workflow

To maintain a duplicates-free database, you must prevent duplicates from entering the database. The prevention workflow consists of three parts: 1) setting rules and standards for data entry 2) configuration in Administration and 3) handling incoming data in Constituents, Batch, and Import.

Define rules and standards for constituent data entry

To prevent issues with duplicate identification caused by inconsistencies in name and address formats, define organizational rules and standards for constituent data entry. For recommended best practices, see Best Practices For Constituent Data Entry.

To prevent the creation of duplicate records, define global constituent matching settings. When you add a constituent record through batch, import, or the Add an individual or Add an organization screens, the program calculates how similar the record is to existing records in the database. The program compares field values from the new record with existing records and calculates the degree of similarity between the first names, last/organization names, middle names, suffixes, titles, addresses, and zip code. For more information about how to configure constituent matching settings, see Constituent Matching Settings.

Note: Constituent match settings only apply when you turn the matching feature on with the Enable/disable matching configuration task in Administration.

Note: This duplicate search process is different from the full and incremental search processes. This process occurs automatically during data entry and uses a different matching algorithm.

Note: Constituent update rules apply when you add a constituent using the Add an individual screen or the Add an organization screen, or when you add a constituent through manual or imported Constituent Update or Enhanced Revenue batches.

Prevent duplicates during data entry

After you configure the data entry rules, these tasks occur in Constituents, Batch, and Import to prevent duplicates from occurring. Some tasks are automated and require no actions from users. Other tasks require users to make decisions about incoming matches and conflicting information.

Automated Tasks

The program runs the match confidence calculation immediately when you select Save on the Add an individual or Add an organization screens or when you validate or commit a manual or imported batch.

When Altru finds matches that score high enough to qualify for automatic updates, it automatically assigns the record ID from the existing constituent to the matched constituent in the batch.

Hands-on Tasks

When matching constituents qualify for manual review (their match confidence score falls in the middle range), the program prompts you to compare the matches on the duplicates resolution screen and decide whether they are a match. For more information about the duplicates resolution screen, see Resolve Duplicate Constituents.