Maintaining contact data - duplicate resolving

Overview

These tools enable you as an administrator to keep contact data consistent across the company. The automatic duplicate check prevents redundant records already while contact data is captured or imported. A duplicate dictionary and multi-stage sensitivity settings provide the best possible identification of duplicates. Should duplicates appear nevertheless, contact data cleaning helps you find and settle them.

Central address management helps you comply with conventions for consistent address spelling.

Duplicate check

JustRelate CRM contact data maintenance includes checking for duplicates, which is automatically performed in the background when contacts are created, recognizing double entries in the database.

JustRelate CRM uses a duplicate dictionary for duplicate checking. It contains words and abbreviations that are automatically checked when contact records are created in the context of the entry as a whole. For example, search strings for persons are prefixed with words like "Mr." or "Mrs.", and compa­nies with words like "Ltd". You can view and maintain the dictionary using the Administration/Duplicate management/Duplicate dictionary menu.

Automatic duplicate checking can be activated via the PSA_SET_DBL_CHK environment variable. It iterates all contacts, and evaluates each field individually. The evaluation is performed via tokens that are generated from the data of a field. The token comparison supports:

  • Equality (case insensitive)
  • Levenshtein distance
  • Beider-Morse: phonetic comparison

These three search algorithms are used sequentially when searching for a duplicate.

Document duplicate check

The mechanism described above is used in a similar form also for automatic document duplicate checks. No settings for weighting and accuracy are required here.