FastTrac: Duplicate Household Listing Report
Summary
Join Dane Whitcomb as he walks through the topic of the duplicate household listing report. This is a tool that can help you identify potential duplicates in your database so you can help get those cleaned up and merged.
Video
Transcript
00:00:01:6 - 00:00:22:4
Dane Whitcomb
In this video, we're going to walk through the topic of the duplicate household listing report. This is a tool that can help you identify potential duplicates in your database so you can help get those cleaned up and merged to avoid, you know, long term issues in your database. To access from the menu, you can type in the word duplicate and you'll be able to launch the duplicate household listing menu option.
00:00:22:4 - 00:00:56:4
Dane Whitcomb
I actually already have it open here. It's pretty straightforward screen. You can run this for household records or for family member records. You can make that selection in the first pulldown. You can choose to include or not include inactive records, and then you can choose your duplicate check options. You can see there's email, phone and address. Email is a very common one and a great place to start, as they typically would be unique by household and then you can check what level of the household you want to actually check for primary only or all email records on file for the account.
00:00:56:4 - 00:01:24:7
Dane Whitcomb
And then finally, there's a skip value of, you know, that you have certain values for email records. Maybe one household doesn't provide you one or clients provide you with an email record. You might fill in a value that maybe you'd like to skip when you run this process. But at this point, I'm just going to process and you have the option to choose to produce this in a PDF or a CSP, and this will give you the report that will give you any potential duplicates in your database
00:01:24:7 - 00:01:43:6
Dane Whitcomb
And depending on the number of household records in your database, this can take some time to run. This is a very simple example in mine. I have one account that they found as a potential duplicate, so I can see that this email address listed in the first column is actually listed on two separate households instead of two different household numbers listed there.
00:01:43:7 - 00:02:04:5
Dane Whitcomb
And then from there you can see the other household info. So from the details listed here, just going by name, I can see that these like the are the same person, but I can obviously do a little bit more research or digging as needed to make that determination. And the next step typically for running a duplicate household listing is ones that you do find that are true duplicates.
00:02:04:5 - 00:02:25:5
Dane Whitcomb
Then you'd want to go through the household merge program and get those merged together to get them off the list and avoid future issues with the account. And and the last thing I want to show in this video is under profile assignment. There is a household profile. And I'm just going to go ahead and I've got one in my database.
00:02:25:5 - 00:02:47:6
Dane Whitcomb
I'm just going to update on that. And I just want to highlight the duplicate household options are actually set here on the household profiles. You can see on the right hand side, this is where you can tell RecTrac what do you want to do a check against to verify when new household records are getting added in by staff or by patrons on the web is what values you want to check to help eliminate or minimize.
00:02:47:6 - 00:03:11:3
Dane Whitcomb
You're not going to get in your database so it can do these checks when they're getting entered in and provide a warning for, again, your staff or the patron of an account already exists with those values and hopefully they can go through the process of recovering that information if they're on WebTrac or the staff can do a little bit digging and find out why they're getting that message and why they're not during that check.
00:03:11:3 - 00:03:15:4
Dane Whitcomb
But this is the process for running the household listing report in RecTrac