Duplicate Rules

Duplicate rules in SnapApp enforce data integrity by identifying and preventing the creation of redundant records. By maintaining a clean database, your application ensures accuracy in reporting and efficiency in storage management.

Table of Contents

• Overview
• Key Logic Workflow
• Core Components
• Configuration Guide
• 1. Accessing Data Settings
• 2. Rule Details & Logic
• 3. Specifying Actions on Detection
• 4. Defining Matching Criteria
• Managing Duplicates: Review & Merge
• The Merge Process
• Best Practices

Overview

A Duplicate Rule is a configurable security and data integrity feature designed to monitor records at the object level. When a user creates or edits a record, SnapApp evaluates the data against your defined criteria to determine if a match already exists in that object.

Key Logic Workflow

• Ensures Data Integrity: Prevents “dirty data” from entering the system.
• Efficiency: Reduces time spent by administrators manually cleaning redundant entries.
• Customization: Supports both Exact and Fuzzy matching logic to account for human error.

Core Components

Configuration Guide

Follow these steps to create a new Duplicate Rule within the SnapApp Builder.

1. Accessing Data Settings

1. Navigate to your User Profile in the top right corner.
2. Select Settings from the dropdown menu.
3. In the left-hand navigation bar, click the Data tab.
4. Choose Duplicate Rules from the dropdown grouping.
5. Click the + Add New button in the top right corner.

2. Rule Details & Logic

• Name: Enter a descriptive name (e.g., Prevent Same User Duplicate Reports).
• Object ID: Select the object this rule applies to (e.g., service_requests).
• Record Security Level:
• Bypass Sharing Rules: Checks across all records, regardless of ownership. (Recommended for global uniqueness).
• Enforce Sharing Rules: Only checks records the current user has permission to see.
• Active Checkbox: Must be checked for the rule to run.

3. Specifying Actions on Detection

Define the system behavior when a user attempts to save a record that matches your criteria.

• Action on Create/Edit:
• Block: Prevents the record from being saved.
• Allow: Saves the record but triggers an alert or log.
• Message Text: The custom notification shown to the user.
• Example: “You have already submitted a request of this type today. Please check the status of your existing request.”
• On Create/Edit Log: Select Yes to record the detection in the system logs for administrative audit.

4. Defining Matching Criteria

Matching rules define the “fingerprint” of a duplicate. You can stack multiple fields. To add a matching rule, click Add New on the Matching Criteria list.

• Field Selection: Choose the data point to compare (e.g., citizen_name, location).
• Exact Match: Characters must match perfectly. Best for IDs, Emails, or Dates.
• Fuzzy Match: Accounts for variations (e.g., “Main St” vs “Main Street”). Best for addresses and names.
• Match Blank Rules: If set to No, the system will not consider two empty fields as a match.

Managing Duplicates: Review & Merge

When rules are set to “Allow,” or if legacy data contains duplicates, administrators must use the Merge Tool.

The Merge Process

1. Access: Open the User Menu (top right) and click Duplicate Records.
2. Selection: Locate the potential matches and click the Merge button.
3. Field Selection: The system displays records side-by-side. For each field, select the value you wish to retain in the “Master” record.
4. Consolidation: Click Merge. The system combines the data into one record and eliminates the duplicates.

Best Practices

Note: Begin with high-confidence fields like Email or National ID using Exact Match.

• Test Thoroughly: Before setting a rule to Block, use Allow with Log enabled to see how many legitimate records would have been stopped.
• Use Descriptive Names: Ensure other administrators understand the purpose of the rule at a glance.
• Bypass Sharing: Usually, duplicate rules should bypass sharing rules to ensure a “Single Source of Truth” across the entire organization.

For support, email us at snapapp@bluevector.ai