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 can set up the duplicate check. CVA Manager can perform the other actions on this page. CVA Officer can also edit and decline registrations, but cannot ignore duplicates. Learn more about Roles & Permissions

Setting up the Duplicate Check

Duplicates are identified based on specific unique criteria such as phone number or ID number. These criteria are 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).

You set these criteria in the program settings, on the De-duplication card:

  • Go to Settings and open the Registration data page;
  • On the De-duplication card, click Edit;
  • In Duplication fields:, select one or more fields;
  • Click Save.

If any of these fields has the same value for two or more registrations, those registrations are marked as Duplicate. Declined registrations are not checked for duplicates. Learn more on the Registration data page.

No Program Admin in your team?

Only Program Admin can change the duplication fields. If no one in your team has this role, contact our support team to set up the duplication fields for your program.

Duplicates block inclusion and payments

Registrations marked as Duplicate cannot be included. If your selection contains a duplicate, the platform shows an error and none of the selected registrations is included. A payment that contains duplicate registrations cannot be approved or started either. Resolve all duplicates first: edit the value, decline the registration or ignore the duplicate, as described below.

Filter the duplicated registrations

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

  • If the Duplicates column is not visible, click Manage table (), select Duplicates and click Apply;
  • 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 labeled 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

Update the list of registrations

Once you have identified the duplicate, you can 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 information 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.

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 right of the page, click on Actions and then, under Status update, on Decline;
  • In the Decline registration(s) pop-up, enter a reason for declining the registration and click Decline registration. Confirm only if you are sure to decline this registration, otherwise click Cancel.

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 right of the page, click on Actions and then, under Duplicates, on Ignore duplication;
  • In the Ignore duplication pop-up, write a reason and click Approve. Confirm only if you are sure to ignore this registration, otherwise click 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.

Need further assistance? Contact your dedicated Account Manager or reach our support team via email.