Deduplication

Below you will find the steps to check duplicated registrations and deduplicate as needed. Note that duplicates can only be checked within a single project and there is no way to check duplicates across different programs in 121.

Who can perform actions on this page ?

Program Admin, CVA Officer and CVA Manager can perform actions.
Additional users may only have View permissions on this page. Learn more about Users & Roles

Setting up the Duplicate Check¶

The criteria for detecting duplicates have been configured in your Kobo form.

Duplicates are identified based on specific unique criteria such as phone number or ID number. This criteria is flexible and can be chosen by the organization and changed depending on the program requirements. We recommend avoiding criteria that can easily match across registrations (like name).

The criteria can be set up directly in your Kobo, marking the question as +dedup in your form. The 121 Platform will then recognize the value as the duplicate criteria. Request our team to adjust the criteria based on your program.

Filter the duplicated Registrations¶

In the Registration page, and following your organization's SOPs, all duplicated entries will be listed based on the selected unique criteria.

  • Click on icon to manage the table;
  • Select Duplicates and click Apply to show duplicate column in the table;
  • In the Duplicates column, select the filter icon and filter on Duplicate;
  • The filtered list will only show the registrations marked as Duplicate;
  • Click on Reg # or Name to open the personal registration profile. A red banner at the top of the page labelled Duplicated with will show who this person is duplicated with and the matching field;
  • To resolve this duplicate you can decide to ignore, decline or update. See the description below.

Manage Table

Filter Duplicate

Setting up your duplicates criteria in Kobo

Duplicates are identified based on specific unique criteria such as phone number or ID number. This criteria is flexible and can be chosen by the organization and changed depending on the program requirements. We recommend unique criteria so to ease the duplicate check.

The criteria can be set up directly in your Kobo, marking the question as +dedup in your form. The 121 Platform will then recognize the value as the duplicate criteria. Request our team to adjust the criteria based on your program.

Update the list of registrations¶

Once you have identified the duplicate, you can either decide to update the registration list in the 121 platform as follows: You can perform 3 actions in the Registrations page:

  • Edit the value directly in the registration profile;
  • Decline the registration, in case this is a double entry for the same registration;
  • Ignore the duplicate, in case your SOPs allow registrations to share a same value - such as phone number, which can be used by multiple registrations in the same community.

Below, the solution based on either of these 3 options:

Edit the value in the registration profile¶

  • Search for the registration number by filtering the Reg. # column;
  • Open the profile clicking on Reg. # on the left side. You will now see the registration overview;
  • Click the tab Personal Information, then Edit button and search for the value to be edited; Edit Value
  • Edit the value. Click on Save and give a reason;
  • The new value is now saved;
  • The registration will automatically be updated and marked as Unique.

Edit Information

Decline the registration¶

  • Search for the registration number by filtering the Reg. # column;
  • Once you have found the registration, enter the registration profile;
  • On the top left of the page, click on Action and then on the Decline button;
  • Approve the action. Confirm only if you are sure to decline this registration, otherwise cancel.
  • You will have to enter a reason for declining the beneficiary.

Decline Registration

Did you accidentally mark a registration as declined? No worries, this is a reversible action. You can always change the status back to Included.

Ignore the duplicate¶

  • Once you have found the registration, enter the registration profile;
  • On the top left of the page, click on Action and then on the Ignore the duplicate button;
  • Approve the action. Confirm only if you are sure to ignore this registration, otherwise cancel.

Ignore Duplicate

Why ignoring a duplicate?

In some situations, the duplicate criteria may be set on phone numbers, meaning that if multiple registrations share the same phone numbers, the platform will show the registrations as duplicate. Nevertheless, in many cases, communities share the same phone number with multiple inhabitants. Therefore, based on your SOPs, you may decide to consider the registrations as Unique if a same phone number is shared within the community.