Batch of duplicates detection set up

The set up of this batch is done in the Organization context : within the Tools module you can find the Batches programs' Schedule. If it doesn't appear in the list displayed, it means that it has not been activated yet.

In order to launch it you will have to click on "New" and add a batch of "Duplicates detection" (aka. Détection des doublons).
Once the batch is saved, you can set it up at your convenience. It is not recommended to run it more than once every 24h.

Here is a list of the different fields of the contact file that are taken into account for the identification of duplicates:

Contacts with a zip code:

Those contacts that have the following identical elements are considered to be duplicates:

The role of the contact.
The SOUNDEX evaluation (phonetization feature of ORACLE) of the names and surnames of the individual contacts.
The first 35 characters of the standardized address (street number + type of road + street name).
The zip code with capital letters.
The country.
The name of the structure if the contact is associated with a structure (this is an optional element for the definition of the identifier for the duplicate).

Contacts without a zip code but with a mail address:

Those contacts that have the following identical elements are considered to be duplicates:

The role of the contact.
The SOUNDEX evaluation (phonetization feature of ORACLE) of the names and surnames of the individual contacts.
The main mail address (“Mail 1” field).
The name of the structure if the contact is associated with a structure (this is an optional element for the definition of the identificatory for the duplicate).

Every time the batch is run, an algorithm will check the contact base and identify potential duplicates: these contacts will then appear in orange in the contact search screen in the Contacts module.

The deduplication process of structures and relays is based on the same principle applied for individuals.

Detailed guide

To deduplicate structures:

In the "Programmations" screen of the "Organisme" context, "Outils" module, go to Programmation, then open the detection of duplicates.

If you don't find any programming concerning duplicates detection, it means that up to now, you were not using duplicate detection for individuals. You will then have to activate this program batch for the first time: on the "List of batches" screen of the "Tools" module, simply add a new batch of the "Batch of duplicates detection" type. Once the batch is saved, you will find a programmation for the detection of duplicates, that you will be able to plan at your convenience.
In the programmation detail, activate the new "Duplicate detection of relays and structures" option. Save programming by clicking on "Program".

After the next completion of the duplicate detection, structures having similar names and addresses will be identified as potential duplicates, and relays of the same structure having similar information will also be identified as potential duplicates.
You can then find potential duplicates by going to the "Control of duplicates" screen of the "Contact" module. By choosing the "Including structure contact" research option, you will find duplicated structures.
By clicking on a line, you can choose which information should be taken from which contact after the merger, and you can also decide to merge both contacts or to indicate to the system that it is a false positive.
After the merger, the selected structure such as "head of the duplicate" will remain active, and other entities related to the structure duplicate (including its relays and history) will be attached to the head of the duplicate.
You can merge structure relays according to the same principle. Note that relay duplicates are only identified when they are attached to the same structure. It is therefore important to wait for the next detection of duplicates after having merged 2 structures for the relay duplicates resulting from the merger of both structures to be taken into account.

How to merge structure duplicates and relays?

La procédure pour le dédoublonnage des structures et relais se base sur le même principe que pour les individuels.

Guide détaillé

Pour dédoublonner les structures:

Dans l'écran "Programmations" du contexte "Organisme", module "Outils", allez dans Programmation puis ouvrez la détection des doublons.

Si vous ne trouvez pas de programmation concernant la détection de doublons, c'est que vous n'utilisiez pas jusqu'à présent la détection de doublons pour les individuels. Il vous faut alors activer ce programme batch pour la première fois: dans l'écran "Liste de batchs" du module "Outils", ajoutez simplement un nouveau batch de type "Batch de détection des doublons". Une fois le batch enregistré, vous trouverez une programmation pour la détection de doublons, que vous pourrez planifier à votre convenance.
Dans le détail de la programmation, activez la nouvelle option "Détection des doublons des relais et structures". Enregistrez la programmation en cliquant sur "Programmer".

Après le prochaine exécution de la détection de doublons, les structures ayant des noms et adresses similaires seront identifiées comme doublons potentiels, et les relais d'une même structure ayant des informations similaires seront également identifiés comme doublons potentiels.
Vous pouvez alors trouver les doublons potentiels en vous rendant dans l'écran "Contrôle des doublons" du module "Contact". En choisissant l'option de recherche "Avec le contact structure", vous trouverez les structures à double.
En cliquant sur une ligne, vous pourrez choisir quelles informations reprendre de quels contacts après la fusion, et vous pourrez décider de fusionner les 2 contacts ou d'indiquer au système qu'il s'agit d'un faux positif.
Après la fusion, la structure sélectionnée comme "tête du doublon" restera active, et les entités liées à la structure doublon (y compris ses relais et ses historiques) seront rattachées à la tête du doublon.
Selon le même principe, vous pouvez fusionner les relais de structures. Notez que les doublons de relais ne sont identifiés que s'ils sont reliés à la même structure. Il faut donc attendre la prochaine détection de doublons après avoir fusionné deux structures pour que les doublons de relais résultant de la fusion des deux structures soient pris en compte.

Comment fusionner les doublons de structures et relais ?