Duplicate Report

To maintain your database and identify possible duplicates accounts, run the Duplicate report regularly. When you run this report, eTapestry compares accounts and assigns a score based on similar names (not including titles), email addresses, addresses (not include abbreviations such as Dr. or St.), cities, postal codes, and phone numbers. When the score indicates as least a minimum match, the results appear on the report. Only accounts that you can easily discern or disregard appear. For example, two accounts with same name but different addresses do not appear, since you could not confidently confirm they are duplicates. However, if you access one account's Account Settings page, and use Check for Possible Duplicates, the duplicate would appear.

Tip: This report is intensive. While it runs, you cannot view an accounts journal or perform other query based actions. Therefore, we recommend you schedule this report to run at the end of the day or over a weekend.

If your database contains more than 25,000 accounts, it could take over 5 hours to run the duplicate report. Therefore the query you use for the report is limited to ensure that it will display.

• If your database contains 25,001 - 50,000 accounts, your query must contain less than 10,000 accounts.

• If your database contains more than 50,000 accounts, your query must contain less than 2,500 accounts.

Tip: Although there are strategies you can use if your database is subject to the limits above, the duplicate report is primarily a maintenance tool. If you have a large database and suspect you have many duplicates, we recommend you contact your account executive and ask about our Mass Duplicate Merge data service.

To verify that your query is within the limits for your database, click Preview Query (Optional). If your query is eligible, click Close and run the report. If your query contains too many accounts, a message indicates the query is not eligible. Click close, edit the query or select a new one, then attempt to run the duplicate report again.

• The simplest way to reduce the number of accounts in your query, is to restrict it based on a range of account numbers. In this way, you can split your database, and use a handful of queries, to run the duplicate report iteratively.

• If your database is reasonably duplicate free, you can focus on accounts that have been recently added or modified. To do this on a weekly basis, set up an account query with Base: All Accounts as your starting criteria. For Match, select Any of My Criteria. Then add the following fields to your query: account created date, account last modified date, persona created date, persona last modified date. For Range Type, select 7 Days. Then save your query.

  Use your new query to set up the duplicate report, have the report delivered to your dropbox or email,click Schedule Report for Off-Hours, and schedule the report to run every 7 days (the same interval as your query. For Valid From, enter a date up to six months in the future. Then click Update. Your duplicate report will be delivered to you each week. If any possibly duplicates appear in the weekly report, access the report launch page, view the existing report, and resolve the duplicates.

Warning: If you run this report without validating the size of your query, it will take a long time, a message will indicate that the report did not run, and you will return to the launch report page.

Because it make take awhile for the duplicate report to run and for you to resolve the possible duplicates, you can leave the report onscreen and return to it later, without having to run it again. This is the only report that is cached in this way.

Tip: If the report has been run before, a box at the top of the launch shows when it was last run. Run on Newly Added and Modified Accounts