Define Duplicate Criteria


To identify duplicate constituents/students/applicants, you must define the duplicate criteria in Configuration. To narrow the focus of a duplicate search, select key field names, such as Last Name, First Name, and Social Security Number:

  1. In Configuration, click Business Rules
  2. Highlight the type of record for which to establish duplicate criteria
  3. In the Field Name column, select a field
  4. In the Length column, enter the number of characters to examine for the
    field
    NOTE: The default field names can be modified or more fields can be added to the existing criteria. If a code table (like Title or Suffix), date field, or yes/no checkbox field is selected in the Field Name column, the length is not applicable.
  5. Check the box to Automatically check for duplicate records and set the appropriate value in the Drop Down menu (You will have a choice of: Warn User, or Do not allow)

In The Raiser's Edge 7.92 and above:
Starting in RE 7.92, there is a Blackbaud defined algorithm which will weight and intelligently surface the best, most logical results based on the search criteria entered. The algorithm considers the following data fields: name, middle initial, suffix, address, phone number and email. This algorithm is hard-coded and is used by default within the database. The duplicate fields listed in steps #3-4 above are no longer present in version 7.92.

To search for duplicate records when adding a new record

 
  1. In Configuration, click Business Rules
  2. Highlight the type of record for which to search for duplicates
  3. Define duplicate criteria if necessary
  4. Mark the Automatically search for duplicate [record type] checkbox
  5. Select Warn User or Do Not Allow from the drop-down menu

    NOTE: With this business rule, the program automatically searches for duplicate records based on duplicate criteria when you save a new record. In the corresponding field, you can require the program to either disallow duplicate applicants or warn the user if duplicate applicants are found.
In The Raiser's Edge 7.92 and above: 
 
  1. In Configuration, click Business Rules
  2. Highlight Duplicates to the left
  3. Mark the checkbox - Run a duplicate search when saving a new 'Constituent'
  4. Mark other checkboxes as desired

To find existing duplicate records


To use the duplicate criteria defined in Configuration to find duplicate existing records, run the Search for Duplicates:

In The Raiser's Edge 7.91 and below: 
  1. From the Administration page, click Search for duplicates
  2. Select the type of duplicate record to search for from the drop-down menu
  3. To create a query of all duplicate student records, mark Create output query of duplicate records
  4. To preview the report, click Preview
  5. If no duplicate records are found, based on the criteria set in Configuration, a message appears stating that fact. If duplicates exist, the report appears
  6. In the Print Preview it is possible to print, refresh, or send the report as email by clicking the corresponding buttons on the toolbar
  7. To close the preview and return to the Duplicate Report screen, click the red X.
In The Raiser's Edge 7.92 and above: 
  1. In Administration, click Duplicate Constituents
  2. Select the type of constituents to search (i.e. Individuals or Organizations)
  3. Mark the checkbox to create an output query of duplicate records found (optional)
  4. Click Run Report Now
On the preview, this will show the records that were found as duplicates as well as which fields it matched on.