Duplicates

What is a duplicate?

When Donorfy detects that a constituent has very similar details to another constituent, Donorfy will raise this as a possible duplicate. This means they might be the same person or organisation.

Enabling or disabling the checks

The duplicate check function can be enabled/disabled via Settings > Configuration > Duplicates Settings

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Duplicate checks

There are two triggers for the duplicate check: 

Nightly automated

The nightly automated duplicate check is run for everyone overnight, all administrators will be emailed if duplicate constituents are detected. 

Manually triggered

The duplicate detection can be triggered by going to Data Management > Duplicates

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Then select the Refresh button in the top right corner.

The process to check duplicates is a background job due to the large amounts of data it has to process and it may take some time to run depending on how large your data set is.

How the checks are run

Each constituent checked against every other constituent using a set of rules, each rule is given a confidence score.

  • Personal addresses are used for individuals
  • Work addresses are used for organisations/groups
  • Constituents which have a linked address will not be matched
  • A group will not be matched with its main contact

Match method

Confidence score

National ID 15

Personal Email
(where there is no First Name, Last Name, First line of address, Mobile or Phone)

15
Personal Email + First Name + Last name 14
Personal Email + First Name 13
Personal Email + Last name 12
Personal Email 10
Mobile
(where there is no Personal Email, First Name or Last Name, First line of address or Phone)
10
Phone
(where there is no Personal Email, First Name, Last Name, First line of address or Mobile)
10
First line of address + Personal Postal code 8
Personal Postcode + First + Last Name 6
Personal Postcode + First Name 5
Personal Postcode + Last Name 5

 

Resolving duplicates

Duplicates can be checked and resolved in the Data Management > Duplicates menu.

There are two sections, Single Matches and All Matches, there will be a note about how many potential duplicates found within the brackets:

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Single Matches

The single matches displays all of the results where the target constituent (right side) only has one matched constituent. These are separated from All Matches as they are generally easier to resolve. 

  • Up to 25 matches are displayed.
  • Results are ordered by confidence score (highest first).
  • Review the details of each constituent to determine whether constituents are duplicates.
  • For each duplicate pair, select an action or leave it as no action by default. 

 
The merge process is described here:

Use the merge options box to select the action you want to perform for the merge:

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  • No action
    Do not do anything with this pair for now.
  • Merge Left
    Merge the right constituent into the left constituent. The left constituent is kept.
  • Merge Right
    Merge the left constituent into the right constituent. The right constituent is kept.
  • Whitelist
    Mark this pair of constituents as not being duplicates. These constituents will not be matched against each other again in future duplicate checks.

Once you have selected your actions hit Preview and update to be taken to the preview screen. You will be shown an overview of the actions about to be taken.

 

Confirm the choices you have made, or go back and make changes.

All Matches

The All matches displays all matches, including the single matches. 

To resolve a duplicate where there is more than one potential match, you must select the constituent you want to be the target, i.e the constituent which is kept from the list of detected duplicates. 

To start to resolve the potential matches click on the Start resolving box to list out all of the potential matches for that constituent

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The results will display all the details you need, along with the Confidence Score, for you to make an informed decision on how to merge. Review the details of each constituent to determine whether constituents are duplicates.

For each duplicate pair, select an action or leave it as no action by default: 

  • No action
    Do not do anything with this pair for now.
  • Merge Right
    The merge function will now only let you merge one way as there can be multiple merges done into the target.
  • Whitelist
    Mark this pair of constituents as not being duplicates. These constituents will not be matched against each other again in future duplicate checks.

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Once you have selected your actions hit Preview and update to be taken to the preview screen. You will be shown an overview of the actions about to be taken.

Confirm the choices you have made, or go back and make changes.

 

Logs

Whitelist

Constituent pairs which have been whitelisted can be viewed under Data Management > Duplicates > Whitelisted

Deleting a whitelisted pair will result in them being reconsidered in the next duplicate check. 

Merged

The merged log can be viewed under Data Management > Duplicates > Merged 

All merges which we performed using the duplicates tool or merged via the constituent profile will be shown here.

 

 

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