1. In Sphere, highlight Control> Administration> Organization
  2. Click View/Edit Organization Info
  3. Click Edit

    Note: You will not see the Edit button if you are not logged into the account as administrator or (if appropriate) the (System) Administrator Virtual Account if the account is structured by virtual accounts. 
     
  4. For Real-Time Dedupe, click one of the following options:
  • (Default) Click No, do not automatically dedupe any new records with existing if you want to turn off Real-Time Dedupe. The system will not automatically check for duplicate records.

    Note: For the following options, the system checks to see if a record already exists in the database, and if so, it merges the new record into the existing record. If a record does not already exist (that is, it does not exactly match the criteria you specify), the system will create a new contact record.
     
  • (Default) Click Merge new records if First Name, Last Name, Street Address and ZIP Code match exactly to enable the system to check if one or more records meet these exact criteria. All of the characters must match exactly before the system will identify the record as a duplicate. Names and addresses are not case sensitive.
     
  • Click Merge new records if First Name, Last Name, and email address match exactly to enable the system to check if one or more records with the same first name, last name, and email address already exist in the database. All of the characters in the name and email address fields must match exactly. Names and addresses are not case sensitive.
     
  • Click Merge new records if First Name, Last Name, and Phone Number match exactly to enable the system to check if one or more records with the same first name, last name, and phone numbers address already exist in the database. All of the characters must match exactly. Names are not case sensitive.

    Note: The remaining two options perform the least amount of comparison against existing records in the database.
     
  • Click Merge new records if Alternate ID match exactly to enable the system to only look at the alternate ID of the record being imported into the database, and check to see if one or more records with the same alternate ID already exist in the database. This option is useful when you import data from another database such as Team Approach or The Raiser’s Edge because field names in these applications may not exactly match the field names in Sphere.
     
  • Click Merge new records if email address match exactly to enable the system to check if one or more records with the same email address already exists in the database. All of the characters in the email address must match exactly. Email addresses are not case sensitive.

Important: We do not recommend that you merge records based on email address if you anticipate that several contacts may share the same email address (for example, household members may share the same email address or other contact information).


    5. Click Save.
 


For more information about the function of Real-time Dedupe, refer to What is Real-time Dedupe in Sphere?