About the Person Settings Page

The Admin > Settings > Person Settings page allows you to enable duplicate record detection on the Person object and configure duplicate match rules.

Duplicate Person Detection

To reduce the need for data clean-up, Vault can detect and prevent the creation and update of duplicate Person records. Based upon your configuration, Vault can use exact or fuzzy matching rules to detect duplicate records before users create or update them. You can also allow users to proceed with the creation of a duplicate record.

Vault can detect records when a user creates or updates a Person record from:

  • Business Admin > Objects or a custom object tab
  • Copying an existing Person record
  • Object reference field on a document or object record

Configuring Duplicate Person Detection

To configure duplicate Person detection:

  1. Navigate to Admin > Settings > Person Settings. Select the Enable duplicate detection on person records checkbox. This setting is enabled by default.
  2. Optional: Select Match persons only in the same object type to enable Vault to search for duplicate records that share the same Person object type when creating records. If disabled, Vault does not take the object type into account when returning results.
  3. Optional: Select Allow user to proceed with creating or editing duplicate person records to allow users to save a record that is detected as a duplicate. When enabled, Vault displays the Similar Records Found dialog when a user attempts to save a record with duplicates detected, either during creation or editing. This dialog displays the duplicate record and the duplicate values. The dialog allows users to continue with the create or edit operation or cancel it. When editing a Person record, this dialog only displays on save when an enabled duplicate match rule field is edited, such as First Name, Last Name, or Mobile Phone. If the user does not have access to view the duplicate record, an error message displays with only the options to edit or create the record. If disabled, Vault prevents users from saving the duplicate record.

To configure duplicate match rules:

  1. Optional: Select Exact match on Email. If a duplicate email address is detected, Vault displays red error text below the Email field.
  2. Optional: Select Exact match on First Name and Last Name.
  3. Optional: Select Fuzzy match on First Name and Last Name; Exact match on Mobile Phone. Unlike exact match, fuzzy match identifies texts that closely match with a difference of up to two (2) characters. Fuzzy match works best with Latin characters. If users are working with international data (for example, Chinese characters), we recommend using exact match rules.
  4. Optional: Select Exact match on First Name Initial and Last Name; Exact match on Mobile Phone.
  5. Optional: Select Fuzzy match on First Name and exact match on Last Name.
  6. Optional: Select Enable duplicate detection in an additional field to enable duplicate detection in an additional field on the Person object, along with the preferred matching method. Some field types only allow for one matching method, while others (Formula, DateTime, Time, and Currency) are excluded from both fuzzy and exact match.
  7. When finished editing, click Save.