Duplicates Wizard

Duplicates Wizard (Reference)

The Duplicates Wizard searches for possible duplicate patron records based on selected search criteria. It can also be used to automatically merge duplicate records. The wizard can be started from two places:

alt="Step
Step 1 Screen

When opened from the Contact List, the first screen provides three options:

  • Existing List of Patrons
    • Uses fields you specify in Step 2 to search the list of patrons currently visible in the Patron List
  • Database Using Fields
    • Uses fields you specify in Step 2 to search the entire database
  • For Duplicate Emails
    • Searches for patrons with the same email address that are in different households (commonly occurs from data imports from other system)

When opened from Mail List Detail Window >> Who's In Tab, the first screen provides only one option:

  • Existing List of Patrons
    • Uses fields you specify in Step 2 to search the list of patrons currently visible in the Patron List

alt="Step
Step 2 Screen

This screen identifies records that MIGHT match.

If you selected Existing List of Patrons or Database Using Fields in Step 1, Step 2 displays a list of database fields available to use to identify possible groups of duplicate patrons. It is highly recommended to select at least two fields on this step before proceeding to Step 3.

If you selected For Duplicate Emails in Step 1, this window displays only one search field option: Primary Email.


alt="Step
Step 3 Screen (manual)

The third window of the wizard offers a choice about how to handle merging the results of the duplicates search. The Manual option (recommended) will result in a list of possible duplicates that the user can manually review, then remove or merge as needed.


alt="Step
Step 3 Screen (auto)

The third window of the wizard offers a choice about how to handle merging the results of the duplicates search. The Automatic Merge after Records Identified option opens a variety of options to be used during the automatic merge process. These are the selections that determine which of the POSSIBLE matches identified from Step 2's selections actually get merged. This step should include more fields than Step 2 since it controls which records actually get merged.

After selecting fields to match on (or ignore), the bottom area indicates if you want TM to either:

  • Prompt you for each match (it can only open a maximum of 23 windows due to memory constraints)
  • Automatically merge data that matches (it can handle a lot of records)
    • Only use this option if you have fairly conservative matching criteria (i.e. use a lot of fields) and you have a lot of data that you might have just recently imported.

Theatre Manager will always merge into an employee record if it exists. If no employee exists, then the system will merge any a patron marked Do Not Delete. If neither an employee or Do Not Delete record exist in the group to be merged, then Theatre Manager will defer to the final selection on this screen to determine which patron record to merge into:

  • Lowest Patron Number
  • Highest Patron Number
  • Most Recently Updated Patron Number

alt="Step
Step 4 Screen

The final screen is a review of your choices from steps 1-3:

  • If you are searching the database or the list
  • The last known backup date
  • The fields used to IDENTIFY possible duplicates
  • The fields used to DECIDE which patrons to merge together
  • How TM will decide which patron to merge into

The results of a duplicate search differ depending if you searched based on database fields or looked for duplicate email addresses. Refer to the how-to guide for searching for duplicates for more details.