You can choose from four methods of selecting the company branch, files, and fields to include.
Which method do you want to use?
The Suggest method is the simplest of four methods enabling the finding and selection of records to de-duplicate.
To use the Suggest method:
Select Fill Grid > Suggest... from the menu bar or click the Suggest toolbar button 
on the Database Cleansing: Step 1 of 4 - Record Selection form.
The Search Filter form is displayed.
Enter the required fields and click the OK button.
You are returned to the Database Cleansing form 1, which displays the following message in the status bar:
Creating temporary index file
When the process terminates, the message is erased and the Select Records grid is populated with any duplicate records found.
(Return to the record selection process.)
The Ad-hoc method is one of four methods enabling the finding and selection of records to de-duplicate. It enables you to use the results of an ad-hoc query as a basis of the selection, and the Suggest... process to further refine that selection.
To use the Ad-hoc method:
Select Fill Grid > Ad-hoc... from the menu bar or the Adhoc toolbar button 
on the Database Cleansing: Step 1 of 4 - Record Selection form.
The Search Filter form is displayed.
Enter the required fields and click the OK button.
Note: The criteria specified here are not applied immediately. They are applied to the results returned by the next step.
The Ad-hoc Enquiries form is displayed.
Formulate your enquiry and execute it using the Process button.
The adhoc runs, displaying its results.
Exit from the adhoc form.
Autoline applies your de-duplication criteria to the adhoc results and returns you to the Database Cleansing form, listing the resulting records in the Select Records grid.
(Return to the record selection process.)
The Report method is one of four methods enabling the finding and selection of records to de-duplicate.
To use the Report method:
Select Fill Grid > Report... from the menu bar or the Report toolbar button 
on the Database Cleansing: Step 1 of 4 - Record Selection form.
The Search Filter form is displayed.
Enter the required fields and click the OK button.
Note: The criteria specified here are not applied immediately. They are applied to the results returned by the next step.
The Run Report Generator form is displayed, listing compiled and saved CRM exporting report generators.
Select a report (running it if necessary) and click the Process button. (See more detailed instructions.)
Autoline applies your de-duplication criteria to the report results and returns you to the Database Cleansing form, listing the resulting records in the Select Records grid.
(Return to the record selection process.)
The Search method is one of four methods enabling the finding and selection of records to de-duplicate.
To use the Search method:
Select Fill Grid > Search... from the menu bar or the Search toolbar button 
on the Database Cleansing: Step 1 of 4 - Record Selection form.
The Search Filter form is displayed.
Enter the required fields and click the OK button.
Note: The criteria specified here are not applied immediately. They are applied to the results returned by the next step.
The CRM word search form is displayed, enabling word, company short name or postcode searches.
Note: It allows searches only for the record type selected.
Carry out your search and click the Load button.
Tip: Type in the criteria you are searching for and press Return or Tab.
Autoline applies your de-duplication criteria to the search results and returns you to the Database Cleansing form, listing the resulting records in the Select Records grid.
(Return to the record selection process.)
This form is displayed when you select one of the following menu bar options or toolbar buttons on the Database Cleansing form:
| Menu bar option | Toolbar button |
|---|---|
| Fill Grid > Suggest... | |
| Fill Grid > Adhoc... | |
| Fill Grid > Report... | |
| Fill Grid > Search... | |
It enables selection of fields to include in record comparisons, company branch, and the search logic to use.
GRID:
Selection ID: Letter identifying the field as a criterion in selection logic that you can optionally enter into the untitled text box
Test to include: Field name
Note: Test to include contents depend 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 of the Database Cleansing form 1.
Selected: A tick indicates that stage 1 of the de-duplication process compares the contents of this field when identifying duplicate records. (All are ticked initially.)
Branch:
Branch: Company branch or location whose files are to be de-duplicated
Untitled text box:
Enter record selection logic here to enable the OK button.
Tip: Use the same rules as in report generator: Use & for AND and an oblique / for OR. Identify fields using the value in the Selection ID column of the grid. For example, (A&B)/C selects all entries in filter A AND filter B, OR it is in filter C.
PUSH BUTTONS:
OK: Action depends on whether the form was invoked by selecting Suggest, Adhoc, Report, or Search on the Database Cleansing form, as follows:
M = Menu bar option and T = toolbar button on the Database Cleansing form by which this form invoked
M
T
Action of OK button
Fill Grid > Suggest...
Returns you to the Database Cleansing form and displays the following message in the status bar:
Creating temporary index file
When the process terminates, the message is erased and the Select Records grid is populated with any duplicate records found.
Fill Grid > Adhoc...
Displays the Ad-hoc Enquiries form, enabling further refinement of your merge criteria
Fill Grid > Report...
Displays the Run Report Generator form, enabling further refinement of your merge criteria
Fill Grid > Search...
Displays the Search form, enabling further refinement of your merge criteria
Note: The search may take some time and it clears any previous selections.
If you entered non-valid characters into the untitled text box, the following message is displayed when you click the OK button:
Invalid syntax - only (ABCDEFGHIJ/&) characters allowed
