Full and Incremental Duplicate Search Matching Options and Filters

Selected constituents

If you select the "Custom settings" mode, on the Custom settings tab, in the Selected constituents field, you can choose a constituent query selection to compare for duplicates. This allows you to search for duplicates within a specific selection of constituent records, which is especially helpful if you have a large database as it allows you to run the duplicate search in manageable waves. For example, you can create queries that group constituents by last names that start with A-B, C-D, etc.

NOTE: The program compares the subset of constituents in the selection to all constituents in the database. While you cannot restrict which constituents the selection is compared to during the duplicate search, you can limit those they are merged to. On the Add constituent merge process screen, in the Excluded constituents field, select the group of constituents you want to restrict from the merge process.

For information about selections, see the Query section of the help file.

Match constituents based on email address

Address is always included as matching criteria for potential duplicate constituents. To also include email address as matching criteria, select this option.

This option is used for fast and detailed processes.

Match constituents based on phone number

Address is always included as matching criteria for potential duplicate constituents. To also include phone number as matching criteria, select this option.

This option is used for fast and detailed processes.

Include middle names in comparison

To include full middle names in the name matching calculation, select this option. If you enter only a middle initial on constituent records, you can clear this option to possibly save process running time.

This option is used for fast and detailed processes.

Include maiden names in comparison

To include full maiden names the name matching calculation, select this option. You can clear this option to possibly save process running time.

This option is used for fast and detailed processes.

Filter individuals by birth date

If you record birthdays on constituent records, select this option to filter out potential constituents if their birth dates do not match, regardless of their possible match percentage. For example, two constituents have the exact same name and address, but their birth dates are different. Filter individuals by birth date is selected, this potential match is excluded from the results. However, a constituent without a birth date recorded can still potentially match another constituent without a birth date recorded when this option is selected.

This option is used for fast processes.

Filter individuals by gender

If you record gender on constituent records, select this option to filter out potential constituents if their genders do not match, regardless of their possible match percentage. For example, two constituents have the exact same name and address, but their genders are different. Filter individuals by gender is selected, this potential match is excluded from the results. However, a constituent without a gender recorded can still potentially match another constituent without a gender recorded when this option is selected.

This option is used for fast and detailed processes.

Required name confidence level to match

Select Low (70%), Medium (80%), High (90%), or Exact (100%). This controls the threshold of potential duplicates returned based on name comparison. “Low” returns more potential duplicates but will also include some that are not true duplicates, while “Exact” returns less and may miss some that are potential duplicates.

This option is set to 70% for fast and detailed processes.

Required address confidence level to match

Select Low (70%), Medium (80%), High (90%), or Exact (100%). This controls the threshold of potential duplicates returned based on address comparison. “Low” returns more potential duplicates but will also include some that are not true duplicates, while “Exact” returns less and may miss some that are potential duplicates.

This option is set to 70% for fast and detailed processes.

Required overall confidence level to match

Select Low (70%), Medium (80%), High (90%), or Exact (100%). This controls the threshold of potential duplicates returned based on the average of the name, address, and secondary (email or phone) scores. “Low” returns more potential duplicates but will also include some that are not true duplicates, while “Exact” returns less and may miss some that are potential duplicates.

This option is set to 70% for fast and detailed processes.

Pre-filter addresses by State, Zip, or Country

Under Pre-filter addresses by, select State, Zip, or Country to filter out potential constituents if their state, zip code, or country does not match, regardless of their possible match percentage. For example, two constituents have the exact same name and address, but their states are different. If Pre-filter addresses by State is selected, this potential match is excluded from the results. However, a constituent without an address can still potentially match another constituent without an address when this option is selected.

This option is used for fast processes. For zip codes, the first 3 digits are required.

Include Inactive

To include constituents marked as inactive in the duplicate search, select this option.

This option is used for detailed processes.

Include Deceased

To include constituents marked as deceased in the duplicate search, select this option.

This option is used for detailed processes.

Include Groups

To include constituent groups in the duplicate search, select this option.

This option is used for fast and detailed processes.

To include organization constituents in the duplicate search, select this option.

It is important to note that you should have consistent data entry policies for entry of organization names to avoid duplicate issues. Specifically, you should either always or never include an article at the beginning of an organization name. For example, “The Boys and Girls Club” and “Boys and Girls Club” will not be identified as duplicates due to the phonetic differences of the first word. If you have organizations in your database that may have an article as the first word of their name, you should manually search for possible duplicates.

This option is used for fast and detailed processes.