Did
you know...
In order to help you ensure the data you hold in Client
Care Desktop (CCD) is accurate there is a built in data
de-duplication tool for client records. If you find
that you have the same client in your system more than
once, you can select the client with the most accurate
data and transfer holdings from the duplicate client,
safe in the knowledge that you are not losing any holding
information - just eliminating duplicates. To utilise
this tool, you must ensure that you have the password
level which will allow you to delete.
Before De-duplication
CCD works with system client reference numbers. These
can be found by entering the required client file and
looking down the bottom right of the screen once you
are in their personal section i.e.
from the front-page of the client record click on 'Personal'
from the menu bar. You will need to make a note of BOTH
reference numbers for the duplicated client (i.e. access
both files) and make a note of the reference number
of the file that you wish to keep following the de-duplication.
De-duplication
The De-Duplication tool can be found in 'Set up' 'Technical'
'Data'. Click on 'de-duplicate client details'. You
will be asked to type in the reference number for Client
A i.e. the client record that is to be removed and also
for Client B i.e. the client record that you wish to
keep.
When you are sure that these are the correct two records
to be merged and that Client B is the one to be retained
click on 'De-duplicate client’s details'.
If you are using INVU or another document management
system, please ensure that your scanned documents are
attached to the client you wish to keep before running
the de-duplication program.
The system will display warnings, which you should
read and act accordingly. These will check that you
are in no doubt of your action. If both messages are
answered 'ok' and then at the final warning you select
'delete', your task will have been completed and the
files will have been merged together. Please note that
there is no way to undo this action so please proceed
with care.
We hope this helps tidy up your database!
Note from the Product Management team…
We believe that this type of tool could be developed
to help you ensure that records you may have duplicated
in the ‘staff list’ and in ‘contacts’
could be de-duplicated. In order for us to gauge whether
this functionality would be useful to our clients we
would be grateful if you could e-mail: sally.purcell@quaysoftware.co.uk.
While we will not respond individually we will broadcast
the results in a forthcoming newsletter and if we receive
enough responses we will schedule development work accordingly.
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