© Hanson Research Corporation Deduping contacts in Sage CRM 24 th Day of November 2010

2 Restrict Company when Duplicate Deduplication aims to prevent the user from adding duplicate entries by searching for similar entries and warning the user before the new record is added. The Merge functionality, can be used to clean the data if the duplication has already occurred.

3 Restrict Company when Duplicate

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5 Important considerations when setting up Match Rules include: The fields that you set up match rules on are used to deduplicate when a user adds or edits the record. Only one match rule can be set up per table column. In other words, you have to decide on one type of match rule for Company Name, one for Address City. The fields on the Deduplication search screens are based on logical "AND"s. In other words, the more information the user enters into the Deduplication search screen, the less likely that the system will detect a duplicate, since ALL the search criteria entered must be met— company name AND address AND city AND postcode. Important Considerations when Matching

6 Match Rules

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8 Creating Company Name Clean Up Lists Company Name Clean Up enhances the deduplication process when you are adding companies either manually or using data upload. It makes it easier to detect duplicate companies by applying preset rules that remove or replace words within the company name. Note: The removed or replaced word is not physically changed in memory, just ignored or replaced for the deduplication process so that matches can be found.

9 Creating Company Name Clean Up Lists Characters or Strings to Remove. A list of words, phrases, or punctuation on the company name field to be ignored during the deduplication process. For example, you may want to ignore the word "Ltd." in all new companies added as this word is not a unique part of the company name. Characters or Strings to Replace. A list of replacements to be used. This means that when certain words or phrases are encountered they are replaced. For example, the abbreviation "&" could be replaced with the word "and" in all the new companies added. The replaced word is not physically replaced, just replaced during the deduplication process.

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