The Duplicate Household Listing and the Household Transfer/Merge program (Management Ribbon • System Management • Household Management group, in the standard VSI Design) are tools that should be used to keep your database clean by identifying (Duplicate Household Listing) and resolving (Household Transfer/Merge) issues pertaining to duplicate households, duplicate family members and/or households that need to be re-numbered.
The Duplicate Household Listing program allows you to generate a report of households and/or family members in your database that have duplicate information with other households/family members in your database and, thus, have the potential to be the same households/family members.
The report can be output to .pdf or .csv file and can be used to identifty those households/family members that you wish to merge using the Household Transfer/Merge program or to delete from your database using the Household Management program.
Duplicate Search options for this report include:
- For Households
- Email Addresses
- Phone Numbers
- Addresses
- Family Members
- Full Name and Date of Birth
- Full Name and Primary Email Address
Click here to see a sample report.
RecTrac Process and Reporting screens offer numerous fields and widgets that allow you to filter the data for which your process or report is being run. RecTrac Widgets provides definitions and examples to show you how these work.
From the bottom of the screen….
Note: Like all reports in RecTrac, this program runs on the AppServer. However, depending on the size of your database, this program could take hours to run and can tax the resources of your system. It is strongly recommended that this program be run after hours when it will not affect normal daily operations. This program does not use RecTrac permissions logic.
Core Criteria
Run For (HHDuplicateListing_DuplicateArea)
Expand the Drop-down list and select your Run For option:
- Households - The report will look at the Primary Persons/Guardians of all Households and base its results on duplicate information found in those fields. When run using this option, the report looks for duplicate Households.
- Members - The report will look at all Family Members of all Households and base its results on duplicate information found in those fields. When run using this option, the report looks for duplicate Members, either in the same household or in multiple households.
Skip Inactive Households & Members (HHDuplicateListing_SkipInactive)
Select this option to exclude any household/family member records with a status of Inactive" from the report output.
De-select this option to include any household/family member records with a status of "Inactive" in the report output.
DeleteDuplicate Check Option (HHDuplicateListing_DuplicateCheckOption)
Options for this field vary by your Run For option.
Expand the Drop-down list and select your Duplicate Check Option.
THEN
Select your secondary option in the field that appears below if applicable.
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Running for Households
- Email - The system will look for duplicate household based on Email Address matches based on your secondary option.
- Phone - The system will look for duplicate households based on Phone Number matches based on your secondary option.
- Address - The system will look for duplicate households based on Address matches based on your secondary option.
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Running for Members
- Full Name/DOB - The system will look for duplicate members based on an exact match between Full Name and Date of Birth.
- Full Name/Primary Email Address -The system will look for duplicate members based on an exact match between Full Name and the Family Member's Primary Email Address.
Member Check Option (HHDuplicateListing_MemberCheckOption)
This field is applicable only if your Run For option is "Members"
Expand the Drop-down list and select your Member Check Option.
- Full Name/DOB - The system will look for duplicate members based on an exact match between Full Name and Date of Birth. For Example: Full Name = Alfred Inglethorp. DOB = 12/06/1975. If the system finds two (2) or more Alfred Inglethorps with a Date of Birth of 12/06/1975 then it will consider that a duplicate record. If the system finds one (1) Alfred Inglethorp with a Date of Birth of 12/06/1975 and one (1) Freddy Inglethorp with a Date of Birth of 12/06/1975 OR if the system finds two Alfred Inglethorps but with different birthdates then it will NOT consider that a duplicate record.
- Full Name/Primary Email Address -The system will look for duplicate members based on an exact match between Full Name and the Family Member's Primary Email Address. For Example: Full Name = Alfred Inglethorp. Family Member's Primary Email = freddyi@rectrac.com. If the system finds two (2) or more Alfred Inglethorps with a Primary Email Address of freddyi@rectrac.com then it will consider that a duplicate record. If the system finds one (1) Alfred Inglethorps with a Primary Email Address of freddyi@rectrac.com and one (1) Alfred Inglethorp with no email address or a different email address OR if the system finds a Freddy Inglethorp with an email address of freddyi@rectrac.com then it will NOT consider that a duplicate record.
Email Option (HHDuplicateListing_EmailCheckOption)
This field is applicable only if your Run For option is "Households" AND only if your Duplicate Check Option is "Address."
Expand the Drop-down list and select your Email Duplicate Check option.
- Primary Email Only - The system will look for duplicate households based on an exact match in the Email Address 1 field of the Primary Person for the Household only. For Example: Email Address = freddyi@rectrac.com. If the system finds two (2) or more instances of "freddyi@rectrac.com" in the Primary Person Email Address 1 field then it will consider that a duplicate record. If the system finds one (1) instance of "freddyi@rectrac.com" in the Primary Person Email Address 1 field on one household and one (1) or more instances of "freddyi@rectrac.com" in any other Email field then it will NOT consider that a duplicate record because the system is looking for matches in the Email Address 1 field for the Primary Person ONLY.
- All Email Records on File - The system will look for duplicate households based on an exact match in ANY Email Address field of the Primary Person for the Household only. For Example: Email Address = freddyi@rectrac.com. If the system finds two (2) or more instances of "freddyi@rectrac.com" in ANY Email field for the Primary Person then it will consider that a duplicate record. If the system finds one (1) instance of "freddyi@rectrac.com" in an Email field for a Primary Person on one household and one (1) or more instances of "freddyi@rectrac.com" in any other Email field for any other Family Member then it will NOT consider that a duplicate record because the system is looking for matches in the Email fields for the Primary Person ONLY.
Phone Types to Include (Blank = All) (HHDuplicateListing_PhoneTypeList)
This field is applicable only if your Run For option is "Households" AND only if your Duplicate Check Option is "Phone."
Expand the Combo Box icon and select the Phone Number Type System Codes for which you wish to run the Duplicate Check. The system will look for duplicate households based on an exact match in the Phone field(s) selected for Primary Person for the Household only. Leave this field blank to "Select All."
Example 1: Phone Number = (877) 883-8757. Phone Types to Include = (Blank = All). If the system finds two (2) or more instances of (877) 883-8757 in ANY of the Phone fields for the Primary Person then it will consider that a duplicate record. If the system finds one (1) instance of (877) 883-8757 in any Phone field for a Primary Person on one household and one (1) or more instance where the phone number has not been entered using the same format (i.e. instances of 877-883-8757 or 87778838757 or etc…) in any Phone field or if the system finds any instance of (877) 883-8757 in any Phone field for any other Family Member then it will NOT consider those to be duplicates because:
- The phone numbers are NOT an exact match due to the way they are formatted.
- The system is looking for matches in the Phone fields for the Primary Person ONLY.
Example 2: Phone Number = (877) 883-8757. Phone Types to Include = Cell Phone. If the system finds two (2) or more instances of (877) 883-8757 in the Cell Phone fields for the Primary Person then it will consider that a duplicate record. If the system finds one (1) instance of (877) 883-8757 in a Cell Phone field for a Primary Person on one household and one (1) or more instance of (877) 883-8757 in any other Phone Type field or if the system finds any instance of (877) 883-8757 in a Cell Phone field for any other Family Member then it will NOT consider those to be duplicates because:
- The Phone Type for other Primary Person instances is NOT "Cell Phone."
- The system is looking for matches in the Phone fields for the Primary Person ONLY.
Note: Phone Type Codes are maintained in System Code Management. Type = Phone Type.
Address Option (HHDuplicateListing_AddressCheckOption)
This field is applicable only if your Run For option is "Households" AND only if your Duplicate Check Option is "Address."
Expand the Drop-down list and select your Address Duplicate Check option.
- Full Address - The system will look for duplicate households based on exact matches in the Address 1 Address 2 City State and Zip Code fields of the Primary Person for the Household only. For Example: Full Address = 12 Market Place Essex Jct. VT 05452 If the system finds two (2) or more instances of "12 Market Place Essex Jct. VT 05452" in the address fields for a Primary Person then it will consider that a duplicate record. If the system finds one (1) instance of "12 Market Place Essex Jct. VT 05452" in the address fields for a Primary Person and one (1) or more instances of something like of "12 Market Pl. Essex Junction VT 05452" or "12 Market Place Essex Jct. VT 05452-1234" in the address fields for a Primary Person then it will NOT consider that a duplicate record because the system is looking for exact matches in all Address fields for the Primary Person.
- Primary Address 1/Zip Code - The system will look for duplicate members based on exact matches in the Primary Address 1 and Zip Code fields of the Primary Person for the Household only. For Example: Primary Address 1 = 12 Market Place. Zip Code = 05452 If the system finds two (2) or more instances of "12 Market Place 05452" in the address fields for a Primary Person then it will consider that a duplicate record. If other fields vary such as a household with "Apt 1" in the Address 2 line or a different City then the system will still consider that a duplicate because it is looking for exact matches in the Address 1 and Zip Code fields only. If the system finds one (1) instance of "12 Market Place 05452" in the address fields for a Primary Person and one (1) or more instances of something like of "12 Market Pl. 05452" or "12 Market Place 05452-1234" in the address fields for a Primary Person then it will NOT consider that a duplicate record because the system is looking f for exact matches in the Address 1 and Zip Code fields.
- Primary Address 1/Last Name - The system will look for duplicate members based on exact matches in the Primary Address 1 and Last Name fields of the Primary Person for the Household only. For Example: Primary Address 1 = 12 Market Place. Last Name = Higgins. If the system finds two (2) or more instances of "12 Market Place Higgins" in the Primary Address 1 and Last Name fields for a Primary Person then it will consider that a duplicate record. If other fields vary such as the Primary Person's First Name or a household with "Apt 1" in the Address 2 line or a different City then the system will still consider that a duplicate because it is looking for exact matches in the Address 1 and Last Name fields only. If the system finds one (1) instance of "12 Market Place Higgins" in the Primary Address 1 and Last Name fields for a Primary Person and one (1) or more instances of something like of "12 Market Place Doolittle" or "12 Market Pl. Higgins" in the address/last name fields for a Primary Person then it will NOT consider that a duplicate record because the system is looking for exact matches in the Address 1 and Last Name fields.
Skip Values (HHDuplicateListing_SkipValues)
Add a list of comma separated values (emails or phone numbers) that you want to be skipped when checking for duplicates.
Delete