Duplicate Validation

The value of the validation score threshold that the system uses to determine whether a record is a duplicate of another record.

The threshold that you specify must be greater than 0 and less than sum of the score weight of all matching fields.

If the validation score is below this threshold, the duplicate validation status of the record (which is shown in the Duplicate box of the form where the record is created) is set to Validated, which indicates that validation has been performed and no possible duplicate was found. If the validation score equals or exceeds this threshold, the duplicate validation status of this record is set to Possible Duplicate.

A check box that indicates (if selected) that the system validates each new record (of the first type listed in the pair, comparing it to records of the second type listed in the selected pair in the Comparison pane) when a user saves it for the first time.

If no duplicates are found, the duplicate validation status of the record is set to Validated on the data entry form. If the system finds possible duplicates, the duplicate validation status of the record is set to Possible Duplicate.

By default, the check box is cleared.

The name of the field (that is, the element on the form used to create the record) whose values will be checked in the records to be compared during duplicate validation.

You can select any of the following options:

• Account Name
• Attention
• City
• Class ID
• Contact Method
• Country
• Date of Birth
• Email
• Ext Ref Nbr
• Fax
• Fax Type
• First Name
• Job Title
• Last Name
• Middle Name
• Owner
• Phone 1
• Phone 1 Type
• Phone 2
• Phone 2 Type
• Phone 3
• Phone 3 Type
• Postal Code
• Sales Territory ID
  Note: This option is available if the Sales Territory Management feature is enabled on the Enable/Disable Features (CS100000) form.
• Source
• Source Campaign
• State
• Tax Registration ID
• Title
• Web
• Workgroup

The share that the field contributes to the total validation score if the compared field values match, which is used to calculate the duplicate validation score. During the validation process, the records whose matching fields contain similar values are marked as possible duplicates; the score weights of their matching fields are added together, and the total equals the validation score. Thus, a higher value in this column (compared to the values specified in the rows for other fields) indicates that a match for this field is more likely to indicate a duplicate record, and a lower value is used if a match for the field is a weaker indicator of a duplicate record.

A default value of 1.0000 is inserted in this column when you add a new row, but you can override this value.

The score weight value must be greater than 0 and less than or equal to the threshold value.

For the field specified in this row, the rule according to which the field value of a record is compared with the field value of another record.

You can select one of the following options:

• None (default): The values in the fields are clipped and transformed to lowercase before comparison. The values are compared.
• Split Words: This option can be used for any field except Email. The values in the fields are clipped and transformed to lowercase, and non-alphanumeric characters are removed before comparison. The values are compared.
• Split Email Addresses: This option is used only for the Email field. This transformation rule treats only the semicolon symbol as a delimiter, because this symbol is typically used for separating one email address from another.
• Domain Name: This option is used for the Web and Email fields. The system compares the only applicable domain name, such as domain.com (the value after @ for an email address, or the value after www. for a URL).
  Warning: If the Domain Name transformation rule is used for the Email field, the results of elimination of duplicate records may be inaccurate if the most common email domains, such as gmail.com or outlook.com, are used in email addresses.

The rule the system applies when a user tries to save a record for the first time if the calculated score value of the record exceeds the determined validation score threshold value.

The system checks the value of fields for a newly created record to find duplicates if the Validate on Entry check box in the Rules of Comparison section is manually selected.

You can select one of the following options for each matching field:

• Allow (default): The system does not display a warning message and saves the newly created record; it also inserts Possible Duplicate in the Duplicate box of the form used to create the record.
• Warn: The system inserts Possible Duplicate in the Duplicate box of the creation form of the record and displays a warning message. The user can save the record or cancel record creation. During the running of an import scenario, if the system creates a record that has a duplicate value in a matching field, the system still inserts Possible Duplicate in the Duplicate box but saves the record without generating a warning message.

  If you select this value for the matching field, the system inserts a value in the Score Weight column of this row that is equal to the value in the Validation Score Threshold box; it also makes the Validate on Entry check box (Rules of Comparison section) selected and unavailable for editing.

• Block: The system prevents the creation of the duplicate record and shows an error message.

  If you select this value for the matching field, the system makes the value in the Score Weight column of this row equal to the value in the Validation Score Threshold box in the Rules of Comparison section. The Validate on Entry check box becomes selected and unavailable for editing.

  During the running of an import scenario, if the system creates a record that has a duplicate value in a field, the record is not saved and the system shows an error message on the Import by Scenario (SM206036) form.