Recruitment CRM: Check for Existing or Duplicate Records

Duplicate records can happen for a variety of reasons. A Prospect already in the system with their full name could fill out an RFI, Visit Request, or other form potentially loaded into the CRM with their nickname. If the First Name, Last Name, and Email don't all match exactly a duplicate record will be created.

It is good practice when creating or managing different types of records to check for duplicates and put in a Support Case if duplicate records are found. A thorough search for a Contact, Prospect, or other pre-existing records is highly recommended as it can help eliminate the need for a Duplicate Contacts Case and ensure that information associated with that person follows them appropriately through the system.

Whether you are searching for an existing Prospect or Contact to avoid creating a duplicate or looking to see if a Prospect that submitted an RFI or other request already had a pre-existing record in the system the methods are the same.

Finding Existing or Duplicate Records

  1. At the top of the screen is the Global Search bar where you're able to search all records available to you within CRM.
    A screenshot of the Search Bar
  2. Within this search bar you can search for records that have the same person or organization associated:
    Good terms to use:
      • first name
      • last name
      • known variations or common errors on spelling of the first name (Kirsten v. Kristen)
      • known nicknames for the first name (i.e. Chris v. Christopher)
      • known variations or common errors on spelling of the last name (Larson v. Larsen)
      • if the last name is hyphenated the different names individually or in different formats
      • email address
      • other potential email addresses provided by the contact
    • phone number or other contact information (if using phone number try different formats as well)
  3. If you do find another record use other contextual information to verify and/or correct the information. 
    • If you have the person on the phone you would be able to ask them the correct or preferred information to use and/or verify if the other contact information is indeed their own.
    • If you are checking without immediate contact your internal business processes may dictate how or when to reach out to a person to verify their information is up to date, or preferences in retaining information such as preferred nickname or long version of first name.

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