Implementation Guide of Deduper

Setting up Deduper Query in Altru

1. Log in to Altru
2. Click on Analysis
3. Click on Information Library
4. Click on Add an ad-hoc query
5. Click on Constituents, it will highlight
6. Click on Ok
7. Remove the Name from the Results fields to display
8. Add the following fields to the Results fields to display

Select the fields you would like to dedupe by clicking the arrow pointing right next to the Result fields to display

1. Constituent > First Name (optional)
2. Constituent > Last/Organization/Group/Household name (optional)
3. Email Addresses > Email address (optional)
4. Constituent > Lookup ID (optional)
5. Constituent > Constituent record (required)

9. Make the following restrictions to the query in the Include records where:

1. Constituent > Member > Membership > Membership ID > Not blank
2. Email Addresses > Primary email address > Equal To > Yes
3. Preview your results
   1. Click on the Preview results tab
      If your Preview results return more than 15,000 rows STOP HERE and go to the next section.
4. Click on the Set save options
5. Enter the name of your query: Membership List – Deduper
6. Click on Save and close
7. Click on the ‘Get OData link’ link
8. Click copy the link and paste it to TextEdit or Notepad

More than 15,000 records

If you have more than 15,000 records you will need to create multiple queries.

1. If you came from the previous step click on Save as
2. Fill in Save query as: with Membership List – Deduper
3. Click on Select filter and output options
4. In the ‘Include records where’ you need to add one of the following options:

You will have to keep adjusting dates to get the records below 15,000, this may take some time.

• Add Constituents > Date added > Before > Specific Date > Pick a day.
• Add Constituents > Date added > Between > Pick a day > through > Pick a day.
• Add Constituents > Date added > After > Specific Date > Pick a day.

In many cases, you will use all three situations. Make sure all dates are covered in your queries. It is best to start with the Before search and build your queries from there. It is important to keep track of your dates or else you may get bad data.

• Scenario 1 (Two queries required)
  • Before 1/1/2020
  • Between 1/1/2020 through 1/1/2022
  • After 1/1/2022
• Scenario 2 (Three queries required)
  • Before 1/1/2020
  • On or After 1/1/2020
• Scenario 3 (Four or more queries required)
  • Before 1/1/2004
  • Between 1/1/2004 – 12/31/2007
  • Between 1/1/2008 – 12/31/2012
  • Between 1/1/2013 – 1/1/2019
  • After 1/1/2019

5. Click on ‘Save as’
6. Fill in Save query as: with Membership List – Deduper – [DETAILS OF THE SEARCH]
example: Membership List – Deduper – Before 1/1/2020
7. Click on the ‘Get OData link’ link for each query that was created
8. Click copy on each link and paste it to TextEdit or Notepad

Create your Deduper with Social Good Software

1. Log in to Social Good Software
2. Click on Apps
3. Click on Deduper
4. Click on Create Deduper
5. Enter the name of the query (Membership List – Deduper) and click on Next
6. Click on Add ODATA link
7. Enter the URL from Altru and click on Next

If had more than 15,000 results and had to break up the queries, this is where you will add all the ODATA links related to that query. Repeat the previous two steps for all additional queries associated with this action.

8. Click on Next
9. Deduping Keys

These are the criteria you will use to find possible matches. This is an “AND” function meaning they have to meet all of the requirements to be matched.

1. First name > Enabled (recomended)
2. Last/Organization/Group/Household name > Enabled (recommended)
3. Email AddressesEmail address > Enabled (recommended)

10. Click on Next
11. Select the System Record ID and click on Next

This is required to merge or delete.

12. Exclude records with the same value
*This allows you to exclude certain criteria, most likely you will leave this blank *

13. Click on Next
14. Click Create Deduper

Settings

1. Click on Deduper you created
2. Settings (right side of the main page)
   1. Check to see if the settings are correct.

Start Deduping

1. Click Constituents

This should auto-populate, but you may need to click on Find Duplicates or Sync Activity to update the records. The list will be sorted by the largest number of duplicates.

**WARNING: Read the following options before choosing which method you will use. Each option has its benefits. For more information on which option to use check out the FAQ document here: https://help.socialgoodsoftware.com/article/2479-faq-for-duplicates **

Removing Duplicates

1. Merging records

1. Click on the Duplicate Record
2. Click on View Record on all records to determine which account you want to make the “primary”.
3. Click Merge Records
   • If you get the “Merge Configuration Missing” error it is because you don’t have the Development Data Entry settings in your Altru account.
4. Set the Source Record
   • This is the non-primary record.
5. Set the Source Record Action for this record
6. Set the Destination Record
   • This is the primary record.
7. Click Merge Records
   • Merging can take a while.

2. Deleting Email

1. Click on the Duplicate Record
2. Click on View Record on all records to determine which account you want to make the “primary”.
   1. For the non-primary accounts, if you want to delete the email, click ‘Delete email’.
   2. Remove Email Address.
3. Ensure Email Addresses/Email address is selected
4. Click Next
5. Removal of Email Address Process
   1. This pop-up will walk you through what is happening on the back end to remove the email address from that record.
6. Check the box “I agree to the steps above and have made a backup.”
7. Click Remove email address

3. To see the records being removed:

1. Click Sync Activity
2. Click Request Data
3. Click Constituents