See also:
Warning: Because of the danger of losing data, you should make copies of affected files before starting the de-duplication process.
Selecting records containing duplicate data consists of: Selecting fields to include in record comparisons, selecting the company branch whose files are to be cleansed, and stipulating the search logic to use.
To select records containing duplicate data:
From the Autoline Master menu, select the CRM option and the appropriate Company.
The CRM menu is displayed.
Select the Reports & enquiries option.
The CRM REPORTS AND ENQUIRIES menu is displayed.
Select the Database cleansing option.
The CRM DATABASE CLEANSING menu is displayed.
Select the Deduplication utility option.
The Database Cleansing: Step 1 of 4 - Record Selection form is displayed.
Select Merge > Companies, Merge > Customers, or Merge > Vehicles from the menu bar.
The de-duplication facility is primed for de-duplicating company, customer, or vehicle files, respectively.
Select the company branch, files, and fields to include (choose from four methods).
Tip: You can instead recall a previously saved selection by using the File > Open... option on the menu bar or the Open button 
on the toolbar.
The Database Cleansing form's Select Records grid is populated with any duplicate records found and the Next button becomes enabled.
Use the grid's right-click menu to nominate a record to retain on file (the master record) and records containing duplicate data to merge and subsequently delete (merge records).
Tip: You do not need to proceed to the next stage immediately. You can instead store your selection for later retrieval and processing using either the File > Save option on the menu bar or the Save icon 
(enabled only after you have nominated the master record and at least one merge record).
The Master? field in the sub-grid is ticked and the Number to merge field in the sub-grid indicates how many records you have nominated for merging and subsequent deletion.
Click the Next button.
Tip: Alternatively, to start over, you can clear the Select Records main grid.
A progress bar indicates how much of the file search has been completed as a proportion of the total, and the following message is displayed in the status bar:
Checking [filename] for merge record...
Additionally, a log of the process (a text file) is created, overwriting any previous log.
Note: When the process completes, the Database Cleansing: Step 2 of 4 - Customer record confirmation form (described on the next page) is automatically displayed.
Clearing the Select Records main grid enables you to start over.
To clear the Select Records main grid:
Select Fill Grid > Clear from the menu bar.
A Clear requested dialog box displays the following message:
Are you sure you want to clear all the matches?
Click OK.
The Select Records main grid clears.
The Database Cleansing: Step 1 of 4 - Record Selection form is displayed when you select the Deduplication utility option from the CRM DATABASE CLEANSING menu.
Warning: Because of the danger of losing data, you should make copies of affected files before starting the de-duplication process.
Menu Bar and Toolbar
Menu bar Shortcut Toolbar Action File > Open CTRL+O Enables recall of a previously stored de-duplication selection File > Save
(available only after the master and at least one merge record are nominated)CTRL+S Stores the current de-duplication selection File > View Last Log... Displays a log of the last de-duplication run File > Exit ESC Returns you to the CRM DATABASE CLEANSING menu Merge > Companies Repopulates the grid preparatory to merging on company records, not on customers or vehicles Merge > Customers Repopulates the grid preparatory to merging on customer records, not on companies or vehicles Merge > Vehicles Repopulates the grid preparatory to merging on vehicle records, not on companies or customers Note: If you have already created a selection and you select another Merge type, a Changing record type dialog box is displayed. It contains the message Switching record type will clear the matches. Are you sure you want to continue? along with an OK button and a Cancel button.
Fill grid > Suggest... F2 Enables selection of fields, company branch, and search logic to use
Fill grid > Adhoc...
Note: The Search Filter form is displayed before proceeding to the ad-hoc utility.
F3 Enables the use of Adhoc reports to refine the selection of criteria to use Fill grid > Report...
Note: The Search Filter form is displayed before proceeding to the report utility.
F4 Enables use of a previously saved exporting CRM report generator to refine the selection of criteria to use Fill grid > Search...
Note: The Search Filter form is displayed before proceeding to the search utility.
F5 Enables CRM word searches to assist in finding records, refining the selection of criteria to use Fill grid > Clear... Enables you to clear the Select Records grid Tools > Information... CTRL+I Displays information about the selected record Tools > Potential Duplicates (if installed) Displays the pre selected potential duplicate record that have already been defined within Customer search Help > Help... F1 Displays this help page in a web browser
Current Filter:
The Current Filter grid lists the fields that can be used to compare records that could be duplicates.
Tip: All the fields used are included in the grid by default, but you may change them by using the Search Filter form (select Fill grid > Suggest... from the menu bar). It enables selection of fields to include in record comparisons, company branch, and the search logic to use.
Minimum %: When duplicate records are found, a percentage match is displayed (in the % column) for the records when they populate the Select Records main grid. You can determine the minimum percentage match by entering a figure in this field. You can do this either before the suggest process, or afterwards.
Note: Autoline calculates the percentage match by checking each record against the entered logic on the Search filter form. For example, if you selected to match records on shortname or postcode and a customer only has a duplicated shortname, the percentage column on the grid will show 50%. Results can be filtered by using the Minimum % field.
Tip: More records are likely to be classified as duplicates when:
The more selection criteria (fields) you use
The higher the Minimum % value you useSelection logic: Fields compared when finding duplicate records, defined on the Search Filter form
Branch: Company branch or location whose files are searched for duplicate records, defined on the Search Filter form
Tip: Use the Branch drop-down button
to select from a menu to de-duplicate across all locations or just one.
When the suggest process finds duplicate records, they are listed in the grid. Those with green backgrounds are 'bookmarks' to which the other records are compared.
Note: The grid is different depending on whether the duplication search is by company, customer, or vehicle. In other words, depending on whether you selected Merge > Companies, Merge > Customers, or Merge > Vehicles from the menu bar.
What kind of records are you de-duplicating?
Select Records (main grid) -- COMPANY de-duplication:
Magic: Company record number
Name: Company name
Acct: Company account code
Address: Company address
Matching data: Data matching between the record and the prime record
%: Percentage match with the prime record
Note: Autoline calculates the percentage match by checking each record against the entered logic on the Search filter form. For example, if you selected to match records on shortname or postcode and a customer only has a duplicated shortname, the percentage column on the grid will show 50%. Results can be filtered by using the Minimum % field.
Tip: More records are likely to be classified as duplicates when:
The more selection criteria (fields) you use
The higher the Minimum % value you useStatus: Master or Merge, indicating that you have nominated the record for retention or deletion, respectively. (See the right-click menu.)
Select Records (main grid) -- CUSTOMER de-duplication:
Magic: Customer record number
Name: Customer's name
Address: Customer's address
Matching data: Data matching between the record and the prime record
%: Percentage match with the prime record
Note: Autoline calculates the percentage match by checking each record against the entered logic on the Search filter form. For example, if you selected to match records on shortname or postcode and a customer only has a duplicated shortname, the percentage column on the grid will show 50%. Results can be filtered by using the Minimum % field.
Tip: More records are likely to be classified as duplicates when:
The more selection criteria (fields) you use
The higher the Minimum % value you useStatus: Master or Merge, indicating that you have nominated the record for retention or deletion, respectively. (See the right-click menu.)
Select Records (main grid) -- VEHICLE de-duplication:
Magic: Customer record number
Regno: Vehicle registration number
Description: Type of vehicle
Chassis: Vehicle's chassis number
Matching data: Data matching between the record and the prime record
%: Percentage match with the prime record
Note: Autoline calculates the percentage match by checking each record against the entered logic on the Search filter form. For example, if you selected to match records on shortname or postcode and a customer only has a duplicated shortname, the percentage column on the grid will show 50%. Results can be filtered by using the Minimum % field.
Tip: More records are likely to be classified as duplicates when:
The more selection criteria (fields) you use
The higher the Minimum % value you useStatus: Master or Merge, indicating that you have nominated the record for retention or deletion, respectively. (See the right-click menu.)
Select Records (main grid) Right-Click Menu
Note: The contents of the right-click pop-up menu depend on the status of the line that you right-click.
Nominate as master record: Marks the selected record as the master record (to retain on file), placing the word Master in the line's Status column, and places a tick in the Master? field in the sub grid
Note: Initially Nominate as master record is the first option on the menu. After nominating a record as a master, Mark to merge with master record replaces it as the first option on the menu.
Mark to merge with master record: Marks the record for merging with the master (to be subsequently deleted), increments the Number to merge in the sub grid, and places the word Merge in the line's Status column
Remove master record nomination: Removes Master from the line's Status column, removes the tick from the Master? field in the sub grid, and restores Nominate as master record as the first option on the line's right-click menu
Note: The Remove master record nomination or Remove merge flag option is displayed only when you right click a line nominated as Master or Merge, respectively.
Remove merge flag: Removes Merge from the line's Status column, decrements the Number to merge in the sub grid, and restores Mark to merge with master record as the first option on the line's right-click menu
Drill: Displays a Match Details form containing a grid listing more details of the group of records related to the one selected (the records between two green highlighted records, including the one related to the selected record). The prime record is highlighted in green. Fields with matching data have red backgrounds.
Show more details: Displays the CRM record for the selected line
Remove line from list: Removes the selected record from the de-duplication list (any lines below it moving up in the grid)
Master?: A tick indicates that you have nominated a record to be retained on file (see main grid right-click menu)
Number to merge: The number of records that you have nominated to merge with the master record and to be deleted (see main grid right-click menu)
PUSH BUTTONS:
Next: Displays the Database Cleansing Form 2 (enabled only when the Select Records main grid is populated with any duplicate records found)
Note: Progress is written to a log (a text file), overwriting any previous log.
De-duplication outline process
