When duplicate matches are found when an entity is saved

If you enable Check for matching records whenever a discriminator field value changes, you are notified if a match is found when you save an entity. The matching records can be viewed, and you can decide whether the information you are added is new, or already exists in the database.

About this task

Records can be identified as duplicates by comparing the values in specified unique fields. For example, in details about a person, a passport number or tax code are unique. By flagging records that might contain duplicate information, you can ensure that your database contains all the information about an item in a single record. When you attempt to save a record that contains duplicate fields, a message appears that warns you.

You can:

  • Click Yes to save the record and create a potential duplicate without reviewing any of the records that are found. Depending on how iBase is configured on your computer, there might be a second warning message. Click Yes to save the record.
  • Click No to review the list of matching records. You can review the summary of each record or use the commands on the menu to determine whether the record really is a duplicate. For example, values in the other fields of the entity might indicate that it is not one.
Note: If you want to stop being notified of duplicate records, you can turn off Check for matching records whenever a discriminator field value changes, in Tools > Options.

Procedure

To review potential duplicate records:
  1. Review the list of matching records to determine whether the record really is a duplicate, and if any new information about a duplicate is available. You can do this by:
    • Clicking each record in turn to display a summary of the details.
    • Selecting a record and clicking Show Record to display the full details, and edit if necessary.
  2. When you are finished, click Close to return to the record you were editing.
  3. Do one of the following:
    • Edit the record and change the details that make it a potential duplicate.
    • Click Save, and select Yes to save the record as a potential duplicate.