In order for the duplicate report to find a match it first has to match one or more words in the name field of two accounts.  Let’s say you have two John Smith accounts in your database.  The duplicate report would match John and Smith on both accounts.  From there it would start to check for other similarities to see how close of a match the two accounts are.

If one of your John Smith accounts was entered in as John Smith and the other was JohnSmith, the duplicate report would actually not find them as duplicates.  John Smith is two words where JohnSmith is all one word.  In order for the duplicate report to find a match, it has to find a match on one or more of the words in the name.Once the duplicate report has matched two accounts based on name, it then checks these additional fields:

  • Email
  • Address
  • City
  • Postal Code
  • Phone Numbers

The report assigns a score for each item matched.  Depending on whether or not a minimum score is met determines whether or not they would appear in the results of the duplicate report.

The Check for Possible Duplicates option behaves differently.  This check looks for duplicates in the following fields:

  • Name (does not include titles such as Mr. or Mrs.)
  • Email
  • Address (does not include abbreviations such as Dr., or St.)
  • City
  • Postal Code
  • Phone Numbers


If the names or addresses match then the accounts will be returned as possible duplicates.  If the names and addresses do not match, but a couple of the other fields do, then the accounts will be returned as possible duplicates.  The Check for Possible Duplicates option does not require the Name field to match for accounts to be pulled as possible duplicates.