Duplicate Detection Setup Quick Reference Guide Duplicate Detection

Duplicate Detection Setup Quick Reference Guide Duplicate Detection within Recruiter Running Duplicate Detection Jobs Manually Duplicate Detection within Recruiter allows you to set up rules that: Follow these steps to run the job manually. 1. Select Workplace in the lower left navigation pane. • Automatically detect duplicate information • Notify users whenever a duplicate record is created • Notify users when a duplicate record is updated • Run duplicate detection jobs manually or on a schedule to identify duplicates that already exists • Allow users to determine which record to maintain when duplicate records are identified. Duplicate Detection Areas From within the Recruiter Console, select Settings, then select Data Management. There are 3 different Duplicate Detection areas: • Duplicate Detection Settings – allows you to enable duplicate detection and set the level of duplicate detection to include record creation or update, when Recruiter goes from offline to online, and during data imports • Duplicate Detection Rules – Allows you to create, modify and publish duplicate detection rules. • Duplicate Detection Jobs – Allows you to create and monitor duplicate detection jobs. 2. Select Duplicate Detection in the upper left navigation pane. 3. Click the New button. 4. Click the Next button in the Duplicate Detection Wizard. 5. Select Contacts in the Look For field. 6. Select All Active Prospects in the View field. 7. Click the Next button. 8. Select e-mail options or accept the default. 9. Click the Next button. 10. Click the Submit button. Selecting Which Record to Maintain 1. Select Workplace in the lower left navigation pane. 2. Select Duplicate Detection in the upper left Enabling/Disabling Automatic Duplicate Detection Follow these steps to enable/disable automatic duplicate detection. 1. Select Settings in the lower left navigation pane. 2. Select Data Management in the upper left navigation pane. 3. Select Duplicate Detection Settings. 4. Select or deselect the checkbox next to Enable duplicate detection 5. Select the checkboxes next to the appropriate choices for your institution. 6. Click the OK button. Copyright All rights reserved. Copyright © © Ellucian Inc. 2012. 2013. All navigation pane. 3. Click on the System Job Name after it is run. 4. Click View Duplicates on the left. 5. Select two matching records. 6. Click the Merge button. 7. Click Select Master from the drop-down list. 8. The two records will display side by side in a Merge Records window. 9. Click the radio button next to the data you want to keep. You can mix and match data from each record or select the All fields in this section radio button. 10. Scroll though the fields until you have made all the choices. 11. Click the OK button.

Duplicate Detection Setup Quick Reference Guide Viewing Duplicate Detection Rules Creating Duplication Detection Jobs There is a long list of duplicate detection rules that come as a part of Recruiter. These prevent duplicates in the Val Codes, such as states, academic programs, terms, etc. Note: These rules will vary by institution depending on previous versions of Recruiter that may have been installed and configured. 1. Select Settings in the lower left navigation pane. 2. Select Data Management in the upper left navigation pane. 3. Select Duplicate Detection Rules. 4. Select Contact in the Entity Type field. 5. Scroll down to see what basic rules have been created for the Contact Entity 6. Click on the name of the rule you want to view. 1. Select Settings in the lower left navigation Follow these steps to run the job automatically. 1. Select Settings in the lower left navigation pane. Publishing or Unpublishing Duplicate Detection Rules Each entity can only have 5 active duplicate detection rules at a time. 1. Select Settings in the lower left navigation 2. 3. 4. 5. pane. Select Data Management in the upper left navigation pane. Select Contact in the Entity Type field. Click the checkbox next to the name of the rule you want to publish or unpublish. Click the Publish or Unpublish button. pane. 2. Select Data Management in the upper left navigation pane. 3. Click the Duplicate Detection Rules link. 4. Click the New button. 5. Enter a name for your Duplicate Detection Rule in the Name field. 6. The Status Reason will default to unpublished for now. 7. Select Contact in the Base Record Type field. 8. The Matching Record type will default to be the same as the Base Record Type 9. Select the Case Sensitive checkbox if you want the rule to be Case Sensitive 10. Enter the criteria for the duplicate detection rule much like an Advanced Find: 11. Choose the Field 12. Choose the Criteria (Exact match, same first characters or same last characters) 13. If you choose same first or last characters enter in the No. of Characters that must match for the record to be flagged as a duplicate. 14. Click the Save button. 15. Click the Publish button. 16. Select OK when the dialog box opens. 17. Click the Close button. Copyright ©© Ellucian Inc. 2012. Copyright Ellucian Inc. 2013. Allrightsreserved 2. Select Data Management in the upper left navigation pane. 3. Click the Duplicate Detection Jobs link. 4. Click the New button. 5. Click the Next button in the Duplicate Detection Wizard. 6. Select Contacts in the Look For field. 7. Select All Active Prospects in the View field. 8. Click the Next button. 9. Select whether or not to run this job automatically after every so many days. 10. Select e-mail options or accept the default. 11. Click the Next button. 12. Click the Submit button. About Duplicate Detection Rules The purpose of Recruiter is to drive more prospective students into your institution’s database. Duplicate Detection rules based on email should catch the majority of records. Suggestions for prospect Duplicate Detection Rules within Recruiter: • Email address – it is required on all online forms and will be collected at most Events or HS visits. • Last Name and date of birth. • Last name, email address. Notes: Do not create a duplicate detection rule based on full name – this is a Recruiter field that is populated after a record is created. When creating a duplicate detection rule set one of the additional criteria to status=exact match so that the results do not return duplicate records that have already been deactivated.