Preventing duplicate entries

Deduplication enforces one or several match rules which check whether the value you have entered already exists in Sage CRM. These match rules apply when you create a new record or edit an existing one. Your system administrator can customize deduplication screens and match rules.

Deduplication is enabled by default for the following entities:

  • Person. The default Person match rule checks if the Last name you enter when creating or editing a Person record fully or partly matches an existing last name. For example, if you enter Smith, then both Smith and Blacksmith are detected as possible duplicates. By default, deduplication checks for duplicate Person records within a company. You're warned if there are two persons with the same name in the same company. However, you're not warned if there are two persons with the same name in different companies.

  • Company. The default Company match rule checks if the Company name you enter when creating or editing a Company record fully or partly matches an existing company name. For example, if you enter Right, then Design Right is detected as a possible duplicate.

  • Lead. The default Lead match rule checks if the Last name and Company name you enter when creating or editing a Lead record fully or partly match the last name and company name of an existing Lead record.

  • Account. Deduplication for Account is available only when Sage CRM is integrated with a particular business management system. The default Account match rule checks if the Account name you enter when creating or editing an account fully or partly matches an existing account name.

You can check for duplicate records before adding a new company:

  1. Click New | New Company.
  2. Enter the company name and click Enter Company Details. If the name matches a current company record in the database (according to the match rules defined by your system administrator), a list of detected duplicates is displayed.
    From the list of detected duplicates you can:
    • Click an existing company.
    • Return to the Company duplicate find page by clicking Back To Company Entry.
    • Proceed to add a new company by clicking Ignore Warning And Enter Company.
  3. To add a new company anyway, click Ignore Warning And Enter Company.
  4. Enter the Company details, and click Save. The new company is added to Sage CRM.