Duplicate Distributors

Duplicate Distributor tracking will warn a user trying to add a duplicate distributor through the new distributor dialog box. If the distributor's first and last name or social security number match an existing record, a warning is displayed. The Duplicate Record List is used to delete, print, or merge duplicate records.

Enabling Duplicate Record Tracking)

Note: Administrative rights with access to the Setup module of SmartOffice are required to perform this configuration change.

1. From the side menu, select Setup and then click Office Settings to open the Office Detail content link.
2. Click the SmartPad/New Contact/E-mail Posting content link.
3. From the New Contact Settings section, select the Check for Duplicate Contacts/Businesses option to enable this feature.
4. Click the Save button to save the configuration change.

Running the Duplicate Records Report)

Duplicate records match on First Name, Last Name, Date of Birth, and Social Security Number.

1. From the side menu, select Utilities and then click Duplicate Records from the expanded menu to open the Select a Duplicate Type dialog box.
2. Select the appropriate option and then click the OK button. A Progress dialog box opens.
3. The Duplicate Record List displays with a list of names that may match other records. To review the duplicate records, click the appropriate hyperlink.

Merging a Duplicate Record)

For information on the Record Merge process, refer to the Record Merge Help topic.

1. From the side menu, select Utilities then click Duplicate Records from the expanded menu to open the Select a Duplicate Type dialog box.
2. Select the appropriate option and then click the OK button. A Progress dialog box opens.
3. The Duplicate Record List opens with a list of names that match other contacts. To review the duplicate records, select the appropriate hyperlink from the list.
4. Once two matching records are identified to be merged, select one of the records to be the Source record. Information from this record will be copied to the other record, the Target record.
5. Click the Merge Two Duplicates button to merge information from the Source record into the Target contact record.
6. Click the Yes button.
7. From the Merge dialog box, verify that the correct Source and Target records are selected. To view either of the records, click the Source Record or Target Record hyperlink to open the respective record. If the records need to be switched, click the Swap button to switch their designations.
8. Click the OK button.
9. When the Contact Merge has finished, a dialog box prompts the user to delete the Source. Click the Yes button to delete the Source; or, click the No button to keep it.

Note: Deleting the Source during this process is recommended. If the Source is not deleted, there will be two records in the database with the same information. Also, some information is actually moved to the Target rather than just copied from the Source. As a result, the following information will no longer display in the Source after the merge: Referred Contacts, Documents, and Time Log information.