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Is there a way to scan the data for duplicate entries?

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6 comments

  • Permanently deleted user
    Alex commented  ·  October 30, 2014 1:04 PM  · 

    Hello,

    This is a great enhancement suggestion that is on our radar for our product team. Currently, finding duplicates is not a native feature in TrackVia yet. We will be sure to pass along this request to our development team and will keep you informed as this enhancement progresses.

    It sounds like the goal in this case is to avoid creating duplicates. To do this, you'll want to select the Update and Add option when importing the excel file. This option will queue TrackVia to match the existing records in TrackVia to the records in the excel file, update the matches to reflect the data in excel, and any excel record that doesn't have a TrackVia match will be created as a new record.

    Regards,

    Alex

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  • Permanently deleted user
    Anonymous commented  ·  November 3, 2014 10:59 PM  · 

    Hi Alex, its to avoid duplicates going in but also to go through the system and clean it out too. As the data came from a mess of a database I am sure there are quite a few in there already.

    Updating the matches will be a problem as our existing records will hold different data so we would not want that overwritten and notes from the other database mixed in with ours.

    I was hoping for an option like the Access Find Duplicates query where the results are laid out one on top of the other then you can manually decide how to handle the merge.

    Thanks

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  • Permanently deleted user
    John McGarvey commented  ·  November 8, 2014 9:56 PM  · 

    A suggestion is to export your table to Excel, then use Conditional Formatting to find duplicates of a specified filed.

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  • Permanently deleted user
    Andrew commented  ·  March 11, 2015 5:14 PM  ·

    Hello,

    An alternative method, while not as sophisticated as our Classic platform feature, would be to use the Summary View (Grouped By view) to sort, and then count to find duplicate entries. Steps to use this method are as follows:

    1) You can create a new field that concatenates different values that you want to find duplicates on. For example, you can create a calculated text field that pulls together the name of the individual and the email - the concatenation is completed with an ampersand in the middle: e.g., {Name} & {Email} So, we would be searching for duplicates where both the Name and Email match.

    2) Now, a new view can be created - to group and count values with this new field. This is called a Summary View. Create a new view on the table, and on the Format tab, select this new calculated field in both dropdown boxes: (Apply a calculation and Group your results) and ensure that the calculation to be performed is "Count"

    3) The output will be a collapsed grid and click on the second column to sort by the Count. Now, any entry greater than 1 means that there is a duplicate record for the criteria that was used in the new field.

    4) Each record will have to be deleted manually, perhaps by opening the record in a new tab and selecting Delete

    Please contact us if you have any additional questions!

    Thanks,

    Andrew

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  • Permanently deleted user
    John McGarvey commented  ·  March 11, 2015 6:11 PM  · 

    Nice (clever) tip. Never thought of doing it that way.
    :-)

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  • Permanently deleted user
    Mark commented  ·  March 30, 2015 5:21 PM  ·  

    Thanks Andrew for that workaround. It would be nice if the quick filters worked for that view. Unfortunately you can't filter by Count of [field] or at least I couldn't figure it out :)

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