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How to Merge Client Duplicates *Network Admins Only*

Updated

Understanding Duplicate Criteria

Duplicate profiles are identified based on the following criteria:

  • Matching 3 out of 4 of the following:
    • First name
    • Last name
    • Date of birth (any of YYYY-MM, MM-DD, or YYYY-DD)
    • Address Line 1
  • OR an exact match on email address (excluding shared household emails)


Locating Duplicates

  1. Open Case Management.
  2. Select Clients from the left-hand menu.
  3. Click on Client Duplicates.
  4. Navigate through pages to view any client duplicates. 
  5. Use the Keywords search box to find specific duplicates by:
    • Client ID#
    • First name
    • Last name
    • Date of birth
    • Address
    • Agency
    • Created by
  6. You can also select Dismissed Client Duplicates at the top, from here you can view a list of any dismissed duplicates in the same way, to move them to the Client Duplicates list you can simply click the Un-dismiss button next to the profiles listed. 




Viewing and Merging Duplicates

  1. Click View to compare client files in a new tab.
  2. Use the Edit icon to modify client information if needed.
  3. Click Merge to combine duplicate profiles.
  4. On the Merge Options page:
    • Review the information to be merged.
    • Check the Merged Maintained Profile section.
    • Decide how to handle other household members:
      • Leave in existing household
      • Merge with another individual
      • Move into maintained profile's household
  5. Click Save to confirm the merge.
  6. Close the View tab to avoid timing out.

 

Tips for Using Client Duplicates Lists

Sortable Lists

  • Use the arrows beside each column heading to sort the list.

Filters

  • Location: Filter by where duplicates were created.
  • Date Range: Set start and end dates for when duplicates were added.
  • Number of Matching Criteria: Select the number of matching fields (use 3 or more).
  • Household Details: Filter by No Visits or No Other Household Members.
  • Keywords: Search using various identifiers (name, DOB, ID, address).

Grouping by Household

  • Household members are shown together.
  • Use the collapse/expand button to view additional household members.

Changes to Profiles Over Time

  • Current profile information is displayed for each potential duplicate.
  • Original information (if different) is shown in brackets. 

 

Bulk Dismissing Duplicates

  1. Toggle the switch at the top of the list to ON
  2. Select duplicates individually or use the All button
  3. Click the Dismiss button at the bottom of the table
  4. Review the summary pop-up
  5. Click Confirm to dismiss selected duplicates

Remember to regularly check and manage duplicate profiles to maintain accurate client records.

Additional resources

Client duplicate management

Click here to navigate back to the Client profile management guide list 

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