The Duplicate Check feature is a security measure that helps to avoid duplicate records and ensures data integrity within your database. This setting can be applied to specific fields on both Tier 1 and Tier 2 forms, and when enabled, Apricot will automatically compare the information entered in those fields to the data that already exists in Apricot.
As the user begins filling out a form, the system will monitor the fields marked as "Duplicate Check" and determine whether an identical record already exists based on the information in those fields. For example, if the Client Name and Date of Birth fields are set as Duplicate Check, Apricot will look for an existing record with the same name and date of birth. If a match is found, the system will display a warning to the user, prompting them to either edit the existing record or proceed with creating a new one.
Follow the steps listed below to learn how to set a Duplicate Check field and reconcile your data if a duplicate is identified.
Notes:
If you enable the "Allow Copies" setting in a form's properties, the Duplicate Check fields in the form will always clear upon copy, leaving blank fields for the user to re-enter unique data in the record.
Duplicate Check is compatible with the following Tier 2 form fields:
Address, State, Zip
Currency, Decimal, Numeric
Date, Dropdown Date, Time
Dropdown, Radio Button
Dynamic Checkbox, Dynamic Dropdown, Dynamic Number, Dynamic Text
Email, Website
Likert Scale, Masked Dropdown, Masked Radio Button
Milestones/Goals
Name
Phone
Social Security Number
Text
Duplicate Check for Tier 2 forms is not compatible with the following features:
Copy Record
Batch Records
Registration Grid
Auto Populate
Step 1: Set a field as Duplicate Check
Open a form in the Form Designer and click the gear icon next to a field you want to set as Duplicate Check (we recommend fields such as Name and Date of Birth). Click "Apply" at the bottom of the Field Properties window, and the field name will now have a double-square icon to identify it as a Duplicate Check field.
Notes:
The Name field checks for First, Middle, and Last names when marked as Duplicate Check. For example, if a user enters the value "John Smith" in one record and "John Joe Smith" in another record, it will not trigger a duplicate check warning.
When you have more than one Duplicate Check field in a form, the system checks for identical information in all fields before triggering a warning for duplicate data. For example, if the Name, Date of Birth, and Phone fields are marked as Duplicate Check, a new record that shares the same Name and Date of Birth but different Phone value will not be considered a duplicate.
Step 2: Create a test record
To ensure your Duplicate Check fields function as intended, we recommend filling out a new record to test the Duplicate Record Warning. This can help determine whether the fields marked as Duplicate Check are helpful or if you need to remove or replace a Duplicate Check field.
Enter data that already exists into the Duplicate Check fields until a pop-up window displays a warning. This means that Apricot recognizes the values you've entered as duplicate data.
The pop-up shows users the existing record that the new record appears to be a duplicate of. If they acknowledge it as a true duplicate, they can right-click on the green text of the existing record to open it in a new tab and save new information into the original record. They can also select "Alter Current Record" if they want to return to the new record and change the information in the Duplicate Check fields.
Once you've entered unique values into the Duplicate Check fields, you'll bypass the Duplicate Record Warning information and be able to select "Save Record" in the Record Options palette.