RealNex Knowledge Base

    Cleaning up Duplicate Records

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    No matter how much care you take in updating and adding information to your CRM, inevitably some level of duplication rears its head. This article will walk through a few processes in the RealNex CRM designed to alleviate duplicates quickly and efficiently.

    Built-in Duplicate Checker

    The RealNex CRM has built-in functionality to search for and show results for duplicates in many of the data tables, including Contacts, Companies and Properties. To open the duplicate checker, first open the table you wish to check for duplicates for. For our example, we'll be using Contacts. 

    Once the table is open, click the Lookup menu-item at the top and choose Check for Duplicates. This will open the Check for Duplicates window:

    This window allows you to tell the system which field(s) to use to search for duplicate records.

    [1] The fields section to the left of the window is a list of all available fields. Double-clicking an item on this side or highlighting an item and clicking the Right-Arrow button will move the field into the Selected Section [2]

    All fields that are in the Selected section must match for a record to be considered a duplicate, so in the screenshot above, both First Name and Last Name would need to match to appear in the list.

    [3] The match options allow you to determine how to search for a specific field. In the example shown above, First Name is set with the Fuzzy option, whereas Last Name is set to Exact (The icons next to each of the items in the Selected section denote this).

    Exact Match: As the name implies, the two records must have identical values. With this option, Bob and Rob would not be considered a match.

    Fuzzy MatchWith the fuzzy match option, values in that field can be slightly different by a few characters. With this option, Bob and Rob would be considered a match.

    Sounds Like: This option searches based somewhat on a rhyming dictionary. With this option, Bob and Rob would be considered a match.

    Once you've selected the fields to search by, click OK to have the system open the results window:

    [1] The + button on the left side of each duplicate item in the list will expand and show the duplicates. The number of records shown in the Count column is how many duplicates of that entry the system found.

    [2] The fields drop-down at the top of the window allows you to set which columns appear when you expand the records. You can include as many fields as wanted, as it helps to determine which record will merge in as the Source record and which will merge as the Target record, which is explained below.

    [3] The Link to records button is another way to help you determine which of the records has more accurate and up-to date information. This will make it so that whenever you click on a record in the list, it will automatically open that record in the main window (which I have to the right-hand side of my screen, next to the Duplicate Contacts results window).

    Tip: When checking for duplicates, after the results window has opened, in your CRM, click Window at the top and select Tile Vertical. This will take the windows you currently have open in your CRM and tile them next to one-another, similar to how the above screen shows.

    Merging Duplicate Records

    Merging two records together is as simple as dragging and dropping. This can be done from any list window, or from following the steps in the article above to search for duplicate records. However, there are some rules that determine which information is kept, and which is discarded.

    When merging records, there are two records: The Source record and the Target record. The record that you drag is the Source record and the record you drag onto is the Target record.

    If one record has a value in a given field, but the other record does not, that field will maintain the value regardless of whether its contained on the Source or Target record.

    If both records have a value in a given field, but they differ, the value from the Target record (the record that you drag on top of) will be kept, and the value on the Source record (the record you dragged) will be lost.

    A reminder window will appear once you've dragged and dropped on record onto another:

    Any associated records and links in the Lists section, such as Events, History Records, Projects and Attachments will be merged together, regardless of if a record was the Source or Target record. This means if you had accidentally linked one copy of a contact as the owner of one building, and the other copy is linked as the owner of another building, the end-result will be one contact linked as the owner of both buildings. 

     

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