Relevant Tools

Digital Marketing Services: Databases – Removing Duplicate Records

Keeping your Database Free of Duplicates

In your efforts to build a contact list you might be gathering contact information from multiple sources and it's quite possible that you could have more than one record in your database for the same contact. Relevant Tools automatically takes care of dedupping the database when you're sending a mailing so you don't have to worry about sending to the same email address more than once. However, you should periodically dedup your database to reduce your record storage costs and keep your database lean and fit.

To begin the process of dedupping your database, click on the DATABASES, at the top of the screen. Then, select the database you would like to dedup in the Databsase Selection section, in the lower portion of the screen and click on the SELECT DATABASE button. Finally, click on the "Duplicates" report located on the right-hand side of the screen, in the Special Searches section, shown below.

special duplicates search

After clicking on the Duplicates report, the screen below, the Find Duplicates screen is displayed. Very often a simple dedup report will work for you. To accomplish this, select the field you would like to dedup on from the pull-down menu, most often this is the email field, then click on the Display first only? checkbox to place a checkmark, in the box. Finally, click on the DISPLAY DUPLICATES button.

simple dedup

Since we placed a check in the checkbox labeled Display first only?, above, only the first record of each duplicate record in the database, will be displayed. To delete the duplicate record(s), click on DELETE LIST in the secondary menu, as shown below.

simple dedup

After clicking on the DELETE LIST button, shown above, the Confirm Delete List screen, shown below, is displayed. Click on "Yes" to delete the duplicate record(s) from the database. The database screen, shown above, will then be redisplayed and if, there are any more duplicate records in the database, they will be displayed, in the lower portion of the screen. Simply click on the DELETE LIST button again to delete the duplicate records. Simply, follow this procedure until no records are be displayed in the lower portion of the screen.

simple dedup

In some cases, there might be a need to dedup on more than one field. If this is the case, click on the advance search screen link, as shown three screens above. Then, under Option 2 of 4: Duplicates, select the fields for the search criteria and click on the radio button "Show all but one of each duplicate", as shown in the screen below.

advanced dedup

Next, click on the DISPLAY DATA button, at the bottom of the screen. Since we clicked on the radio button "Show all but one of each duplicate", above, the database screen will be redisplayed showing all but one of the duplicate records in the database, shown below.

advanced dedup

Click on the DELETE LIST button, shown above, to delete the duplicate records in the database. Again, we can safely do this because we clicked on the radio button "Show all but one of each duplicate" record earlier. After clicking on the DELETE LIST button the Confirm Delete List screen, shown below, is displayed. Click on "Yes" to delete the duplicate record(s) from the database.

advanced dedup

The database screen, shown below, will then be redisplayed showing that no duplicate records remain in the database.

advanced dedup

Just to make you feel more comfortable about deleting data, be reassured, we back up all data every night so we can always restore your data for you. One last thing, you must always confirm any deletions before you actually delete the records.

Feel free to coantact us anytime if you have any questions or need help.