Duplicate alerts allow you to detect a duplicate entry into the system in real time. There are several ways the system can determine if the entry has already been entered.
- First name and Last name combinations
- Telephone numbers
- Email addresses
When entering a child, family, person or organization, the system requires entry of first and last names, if you have previously entered the names in this combination with the same spelling, the system will alert you to this with a duplicate alert message in red and a link to the suspected duplicate record beneath the name entry field, as well as a large message near the save button at the bottom of the form. Note: If the middle name is entered, which differs from the suspected duplicate record, the alert will be removed.
Phone Number / Email address:
When entering contact details on an entity, the system will check for duplicates for phone numbers and email addresses that are input. A duplicate alert message and link to the assumed duplicate record will open below the entry field. A second message will appear near the save button at the bottom of the form.
If a record is added which SAM suspects to be a duplicate, a large red Duplicate Alert will be shown at the top of the record's form. This message will contain a link to the alleged duplicate record and a Disable Duplicate Alert link.
To Identify Duplicate Records
Use the "Duplicate Records" reports to view all the records with duplicate alerts. There is a Duplicate Records report per each Main Entity Type, like "Family - Duplicate Records" and "Child - Duplicate Records".
Disable Duplicate Alert
(When the records are in fact separate entities)
- Click the ”disable this duplicate alert” link from the message.
- A pop-up box will open requesting you to confirm this action to undue. The action cannot be undone.
- Click ok, and the duplicate alert is removed from the record's form.
When you are prompted about a duplicate entry it is only a warning. Once you click to View the duplicate record, the record will be shown in a new tab or window. If you do not click the save button or if you close the window then SAM will not enter the duplicate. Records are not entered until you actually press the Save button. If the records are separate entities, follow the Disable Duplicate Alert instructions above.
Public Forms do not show Duplicate Alerts for security purposes, but they will Auto-Match if there is a match on: Last Name and Email Last Name and Phone Number The Auto-Match can be disabled for a Public Form via the "Public Form | Auto-Match" field on the "Advanced Form Properties".
When using a field that should be unique to each client record, you can identify duplicate records by adding that field as a Report Stat to a report, sorted descending. Record counts will be more than one for duplicates.
Enable Duplicate Checking on Other Fields
Its possible to enable duplicate alerts on Text and Hyperlink fields. Get There Field Properties > Advanced Options > Advanced Field Properties > Duplicate Alerts Enabled = Yes
Merge Duplicate Records
When two records are added to SAM, which should really be one, you can merge them.