See also:
Record de-duplication is the rationalising of two or more records, in the same or different files, containing some or all of the same data. You nominate a master record and you browse records that contain duplicate data (called merge records), optionally using their data to update the master record. The merge records are then deleted.
Warning: Because of the danger of losing data, you should make copies of affected files before starting the de-duplication processes.
The process consists of four principal stages: Selecting records containing duplicate data, confirming your selection, locking the records to prevent anyone else altering them during the process, and merging the records.
This is relevant for Data Protection Agreements on company or customer records.
This form is displayed when you click CRM > Reports & Enquiries > Database Cleansing > Deduplication Utility to display the Database Cleansing form, select records containing duplicate data and click the Next button to display the Record Confirmation form for customer or companies, click the DPAs > button which is available in case one of the selected merge records contains a Data protection agreement. It displays a list of customers or companies with their corresponding Data protection agreements.
Note: The Next button on the Record Confirmation form becomes available when a Data protection agreement is selected.
| Menu bar | Toolbar | Action |
|---|---|---|
| File > Save selection |  |
Save the selected agreement to the master record, returns to the Record Confirmation form to continue with the de-duplication process. |
| File > Close |  |
Returns you to the previous form. |
| Help > Help |  |
Displays this help topic in a web browser. |
| Help > About | — | Displays version and copyright information. |
Select The Agreement(s) Belonging To One Record To Merge:
Grid:
Status: Displays the status of the record in the de-duplication utility. Values: Master or Merge.
Magic: Displays the CRM magic number of the company or customer.
Name: Displays the name of the CRM company or customer.
Mfr: Displays the manufacturer the agreement is valid for. Value -- means no agreement found.
Use: Displays the use of the agreement. Values: C for Commercial (company) or P for Personal (customer). Value - means no agreement found.
Description: Displays the description of the agreement.
Dft: If selected, then the current agreement is used as a default agreement of the current company or customer.
Last updated: Displays the date of the last update of the agreement.
Channels: Select this field and click the arrow to open the list with all channels linked to the agreement.
Select?: Select the agreement required to remain with the master record, or clear and select another agreement for copy to the master record.
Note: The selection will include all agreements of a company record or a customer record.