Manage Duplicates: Prevent Duplicates Part II - Hygiene Rules
- Hygiene Rules and Duplicate Prevention settings work together to minimize data entry mistakes in your system. Duplicate Prevention settings tell the system how to identify if a new record being added to the system matches an existing record that should be updated versus when a new record should be created. Hygiene Rules dictate when the system should execute the duplicate prevention settings - at the time of data entry or as an offline procedure overnight.
- Hygiene Rules ONLY apply to direct data entry; for Fundly Connect sync, online entry via web forms, and the import utility, duplicate prevention settings will be applied immediately/upon data entering your CRM.
- The Hygiene Rules settings give you the option to check whether new records are duplicates to existing records in real time (upon data entry) or offline/overnight. The advantage of doing it in real time is that it will prevent you from creating duplicate records. The disadvantage is that it will slow down data entry (users will be stopped and asked to resolve issues/conflicts as they are entering the data). Which you choose is up to you and what works best for your organization.
- To configure/change your Hygiene Rules settings, start by clicking Contacts on the main menu to open the contacts sub-menu and select Hygiene Rules under the Settings header.
- By default, your Hygiene Rule settings will be turned off. To turn on Hygiene Rules, slide the toggle in the upper right to Enable.
- This will reveal the five Hygiene Rule settings.
- Hygiene Rule #1 "Prompt user to add relationship if the email or address matches with an existing contact" means, if the user is adding a new contact record that has the same email or mailing address as a contact already in your database, do you want the system to pop up a box asking the user if they want to create a relationship between the two people (if they share a mailing address or email address, it can be assumed they are probably part of the same household). Setting this to Yes means a box will pop up at the time you enter a contact with the same email or address as someone else. Setting this to No means the user will receive no notification that they have entered a contact that has the same email address or mailing address as an existing contact.
- Hygiene Rule #2 "Prompt user to add work information if the email or address matches with existing organization contacts" means, if the user is adding a new contact whose email address or mailing address matches the email or mailing address of an organization contact, do you want the system to pop up a box asking the user if they want to link the contact to the organization as an employee (if the individual shares and email or address with the organization, it can be assumed they probably work for the company). Setting this to Yes means a box will pop up at the time you enter a contact with the same email or address as an organization. Setting this to No means the user will receive no notification that they have entered a contact that has the same email address or mailing address as an existing contact.
- Hygiene Rule #3 "Prompt User while adding contact, if similar contact(s) exist into the database, on the basis of duplicate prevention setting" means, if the user is attempting to add a new contact to the database and that contact matches an existing record based on your duplicate prevention settings, do you want the system to pop up a box notifying the user of the matching/existing record. Setting this to Yes means a box will pop up at the time you enter a contact with the same information as an existing record (based on duplicate prevention settings). Setting this to No means the user will receive no notification they have entered a potential duplicate record (however, the record will be flagged as a potential duplicate when the system runs it's weekly/monthly search for potential duplicates and will be waiting in the Review area of Manage Duplicates).
- Hygiene Rule #4 "Prompt user to merge contact while editing, if similar contact(s) exist into the database, on the basis of duplicate prevention setting means, if the user is editing an existing contact record that matches another existing record based on your duplicate prevention settings, do you want a box to pop up when the user clicks Save warning the user that a duplicate record exists and asking if they want to merge the two records. Setting this to Yes means a box will pop up at the time the Save button is clicked when trying to save a record whose details match an existing record based on duplicate prevention settings, asking the user to merge the two records. Setting this to No means the user will receive no notification AT THE TIME OF SAVING THE RECORD that a duplicate record exists (the record will be flagged as a potential duplicate when the system runs it's weekly/monthly search for potential duplicates and will be waiting in the Review area of Manage Duplicates).
- Hygiene Rule #5 "Verify mailing, billing, seasonal & temporary addresses" allows the user to integrate a third-party address verification system (either U.S. Geocoder or Smarty Streets) with your Fundly CRM. This will allow you to verify that the addresses entered into your system are real addresses/match addresses on file with the U.S. Postal Service.
- To add Address Verification, you must first set up an account with Smarty Streets or U.S. Geocoder (these are paid third-party services). Then, after setting up an account, get the Authorization ID: and Authorization Token for your U.S. Geocoder/Smarty Streets account and enter the information into the fields provided on Hygiene Rule #5.
- Select whether you want address verification to run at the time the record is entered into the system (On Data Entry) or overnight (Offline). Choosing On Data Entry means address verification will run at the time the address is entered into the system. If the system can't find a matching address for what was entered, a box will pop up alerting the user and giving them the option to change the address or keep what they typed.
- Choosing Offline means the system admin will receive an email every day with a list of all of the contacts who have addresses that can't be verified. The email list is a static "FYI" email - there is no way to tell the system to ignore an unverifiable address or to access the records to be verified/updated from the email.
- If you choose to run address verification on data entry, the address verification runs when you save the record (after changing the address). If the system cannot verify the address, a box will pop up giving the user the option to accept the closest matching address (if any are found), keep what they typed, or to cancel saving and change the address on the record.
- If an address has been verified (an exact match is found or the user opts to use the closest matching address that is found) then a blue Verified will appear next to the address to let users know the address is verified.
- There is no notification on the user interface when the address has not been verified (address verification has not been run on the address or user has run verification and chosen to use what they entered rather than a validated address).
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