Duplicate Accounts

Contents
Merging FAQ
Duplicate Manager
Duplicate Merge History
New Duplicate Scan
Duplicate Checking New Accounts
Duplicate Checking Current Accounts
Scheduled Duplicate Scans
Avoiding Duplicate Accounts
Related Guides

Managing Duplicate Accounts

Duplicate accounts are multiple accounts for the same individual or organization. Duplicate accounts can make managing and reporting difficult in NeonCRM, because multiple accounts have information for the same person.

There are three ways to manage duplicate accounts:

  1. Duplicate Manager, a utility located under the Reports tab
  2. Duplicate Checking screen, which is displayed when entering new accounts
  3. Duplicate Check (Find Duplicates), an option found at the top of all Neon account pages
Note: When merging duplicate accounts, NeonCRM keeps all transaction data regardless of which account is kept or purged.

Merging FAQ

Q. Will the transactions on both accounts be kept?

A. All transaction history on a merged accounts will be moved to the kept account.

Q. Will the custom fields on both accounts be kept?

A. Custom fields on the merged account will be transferred to the kept account. For conflicting options where only one answer is allowed (different radio buttons, free-entry, or drop-down options) the kept account will override the merged account. Multiple entries in a single checkbox field will be combined.

Q. Will the login names and passwords on both accounts be kept?

A. No. After 06/13/2015, the kept account will automatically be given the most recently used login information.

Q. Will the phone numbers on both accounts be kept?

A. After 06/13/2015, the phone numbers will appear listed on the step 3, data compare page, so you can choose which to keep.

Q. When I keep an account (instead of merging it), will it still appear as a duplicate?

A. Accounts that you choose to keep will not be merged into the kept account, however, they will reappear as possible duplicates the next time a scan is run. Until a new scan is run, they will not display as duplicates. Most can be avoided by using the Name + Email match or the Name + Address match.

If you must use that scan again, you can prevent the false match from showing up again by clicking "Not Duplicates" next to the name(s) in question.

Q. Will the email addresses on both accounts be kept?

A. If your duplicate accounts have different emails and you want to retain both, you will get a chance to do this in step 3 of the duplicate merge process.

Q. If I run a duplicate scan, will the scan pick up company names that lack a suffix (such as Company and Company Inc.) as duplicates?

A. The duplicate scan will now pick those up.

Q. Is there a way to tell the Duplicate Manager that certain items are not duplicates of each other?

A. The "Not Duplicates" action can be used to mark false positives. They will not show up as duplicates of each other in future scans.

Q. A certain match was marked as "Not Duplicates". Where can I find it?

A. At the top of the Duplicate Manager, there should be a link called "Accounts Marked As Not Duplicates". The "not duplicates" matches can be found there.


Duplicate Manager

The Duplicate Manager allows you to scan your database for duplicate accounts, merge duplicate accounts in bulk, and view your merged account history.

This tool can be found here at Reports > Duplicate Manager.

Once you run each scan, Neon will update the Duplicates Found in Last Scan and Last Scan Date columns. Below is what your duplicate manager will look before running any of these scans for the first time.

duplicate_scans.png


Merge History

Click the Merge History button to see a list of all previously merged accounts.

merge_history.png

From the duplicate merge history list, click on a row to view the details of the merged accounts.

This takes you to the Duplicate Merge Detail page, where you can see the accounts you merged and the updated account data.

You can also view the duplicate merge history from a Neon account page. If an account has been merged, you will see a link at the top of that account page indicating the number of times it has been merged.

Click on that link to see the duplicate merge history details.


Duplicate Scans

To scan for duplicate accounts, navigate to Reports > Duplicate Manager.

From this page, you are given a list of possible duplicate scan criteria.

Neon has 5 duplicate scans:

  1. Email Match
  2. Name + Email Match
  3. Address Match
  4. Name + Address Match
  5. Name Match

Select a scan, and click Run Scan.

Once the scan has completed, you will be shown a list of results.

To see the remaining results of your previous scan, just click the results number instead.

To see any scans that you previously marked as not-duplicates, click Accounts Marked As Not Duplicates.

Duplicate Scan Results

This page displays a list of matched accounts.

The Matched Data column shows the specific piece of information that the matched accounts have in common.

The Matched Accounts column lists the accounts that have been matched.

The Most Recent Account Create Time column lists the date that the most recent account found in the scan was created.

The Actions column lists the possible actions you can take with each set of matches, whether to Compare Accounts (if they may be duplicates or otherwise related in some way), or mark them as Not Duplicates (if you are certain they are not duplicates). Marking two accounts as "Not duplicates" will exclude them from the scan in the future.

For this example, we'll find a set of duplicates and click Compare Accounts.

The duplicate merge process has several steps:

Step 1 of 3 - Choose which account to keep

First, you must decide which account will be kept. The Duplicate Match Details section shows data fields for the possible matches, which should help you decide which account should be considered the "main" account.

The Login Name and Time are listed. NeonCRM will automatically move the most recently used login name to the kept account.

Note: If the account holder is currently logged in to one of the accounts, that account will automatically be selected as the kept account. You will not be able to select another account as kept until they log out.

Select This is the main account, and click Next.

Step 2 of 3 - What should we do with these matches?

After you have decided which account is to be considered the "main" account (the account others are merging into), you must decide what to do with the rest of the possible duplicates. Your options are:

  • Merge
  • Keep this account (Do not merge)
  • Link as an Account Relation
  • Add to Household

Merge

This means that the account's data will be combined with the "main" account. After the merge is complete, the account will be deleted permanently, with transaction and communication history added to the main account. This option is selected by default for all possible duplicates, as it is the most common scenario.

Keep this Account (Do not merge)

This exempts the account from the current merge operation. The account will continue to show up as a possible duplicate in later duplicate scans if you wish to merge them later.

Link as an Account Relation

This will keep the account as a unique account instead of merging it, and will allow you to define a relationship between the accounts. When you select this option, you will be prompted to assign a role to each account. Read about Neon relationships here.

Add to Household

This will add the account to the "main" account's household. This option is only available when merging Individual Accounts, as Organization Accounts cannot be in a household. Read about Neon households here.

Select the appropriate operation for each possible duplicate, and click Next to continue with the duplicate merge.

Step 2a of 3 - Merge Addresses

This page will be displayed if the accounts being merged have existing addresses. In this step, you decide how to handle the addresses associated with possible duplicates. You have two options:

  • Replace this Address
  • Add New Address

Replace_this_Address.png

Replace this Address

This option should be chosen when the address matches on both records. The address of the main account will override the merged address.

Add New Address

This option should be chosen when both addresses in question are known to be correct. The address of the "main" account will be kept, and the address of the account to be merged will be added as an additional address to the "main" account.

Step 3 of 3 - Merge Account Data

In this step, you determine which data, from all possible duplicates, will be kept on the "main" account. The far-left gray column, Final Account Details, contains the values for each field that will be kept. For each data field (row), you can click radio buttons to choose a different value for each data field. By default, the Final Account Details column will show the existing values from the "main" account.

When you are satisfied with the data shown in Final Account Details, click Next.

step_3_-_choose_which_data_comes_over.png

Duplicate Merge Summary

This page shows a summary of all actions that are about to be taken. It will show specifically which accounts will be merged, ignored, linked as relationships, and linked as household contacts. To complete the action, click either:

  • Merge Accounts and Return to Scan Results
  • Merge Accounts and Continue to Next Duplicate Match

merge_accounts_and_compare_next.png

Merge Accounts and Return to Scan Results

This completes the duplicate merge, then returns the user to the list of possible duplicate matches.

Merge Accounts and Continue to Next Duplicate Match

This completes the duplicate merge, then immediately proceeds to the next set of duplicate matches.


Duplicate Checking New Accounts

NeonCRM automatically checks for duplicates when a system user enters new Individual or Organization accounts. If the system finds any potential duplicates, it warn you by displaying them on a Duplicate Checking page.

Duplicates cannot be merged from this duplicate warning page. Instead, we recommend opening the account you intended to adjust to continue your work.

possible_duplicates_found.png

You can also select the Configure Duplicate Scan Rules link in the upper right-hand corner to adjust how NeonCRM will search for duplicate accounts when you are entering a new account.

To see the current scan specifications and/or to adjust those criteria, select the Configure Duplicate Scan Rules link. This will take you to the Duplicate Scans page, as shown in the example below.

change_duplicate_scan_rules.png


Duplicate Checking Current Accounts

You can also check for possible duplicate accounts for a single account by selecting the Find Duplicate button at the top of an account page.

This will take you to the Duplicate Checking page.

Neon will scan for duplicates based on your currently selected duplicate match rules. The Matched Data column shows the specific piece of information that the matched accounts have in common. To change these, click Configure Duplicate Scan Rules.

Duplicates will display in two groups: general/overall duplicates and related accounts.

zd_find_duplicates.jpg

Related Accounts are accounts with matching contact information that belong to the same household or are contacts in the same organization. You can merge these or mark them as Not Duplicates separately from the regular group.

To compare and merge the listed accounts, select the radio button next the the matched data and click Compare Accounts.

matches_for_dmiller.png

The account page that you were looking at before will be marked as the main account by default.

Select a different main account if you wish to merge to it instead.

  • Follow steps 1-3 as in the Duplicate Manager, above.
  • You'll be given a summary page and the options to cancel or merge and return to the main account.

merge_from_account.png


Scheduled Duplicate Scans

Regularly running duplicate scans is important in order to stay on top of the duplicate accounts in your database. Neon's Scheduled Duplicate Scans tool allows you to somewhat automate this process.

Below the To Do list on the Account > Home/Dashboard page, you will find the Scheduled Duplicate Scans list. This contains a list of the latest scans run on your accounts, and buttons for acting on these scans. Clicking on the Merge Duplicates button for a scan will take you to the results page for that scan.

To set up a new scheduled duplicate scan, click Configure Scheduled Scans at the bottom of the scans list.

This window will show any existing duplicate scans.  You can set up as many as three scheduled duplicate scans.  To add a scheduled scan, click the + Add Scheduled Scan button.

Scans can be set to run every day, every week, or every month.

If running the scan every week, select on which day of the week you'd like the scan to run.  If running the scan every month, select on which day of the month you'd like the scan to run.

Then, select which type of scan you wish to run.

When everything's ready, click the Save Settings button, and the duplicate scan(s) will be scheduled to run regularly.


Avoiding Duplicate Accounts

Duplicate accounts can seem unavoidable, but there are several ways that you can keep them to a minimum:

  1. Regularly run the Duplicate Manager and merge duplicate accounts. If possible, use scheduled duplicate scans and check them regularly.
  2. Enable the Encouraged Log In setting.
  3. Encourage your constituents to create usernames and passwords and log in to their NeonCRM accounts. The best way to do this is to send an email to all accounts in your database asking them to create a username and password. We suggest doing this immediately after your NeonCRM system goes live.
  4. Enable the Auto Authentication feature. Auto Authentication automatically logs a constituent into their account when they click on a link in a Campaign Email that you send to them. This means that users are more likely to be logged in and will not enter their information into a NeonCRM form a second time, thus creating a duplicate account.
  5. To avoid recurring false positives, make use of the "Not Duplicates" function in the Duplicate Manager. This will mark the accounts in question so that they do not show up as duplicates of each other in future scans. If two different people share the same or similar names, this can be used to prevent system users merging the two accounts by accident.

View the complete guide to Dealing with Duplicates


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