If any ID Number column is populated, the Duplicate Name Search function will not run.
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If any ID Number column is populated, the Duplicate Name Search function will not run. |
In order to prevent duplicate names from being entered in the database, you can configure the software to search for duplicate names and you can configure default duplicate name search criteria.
In order to use the Duplicate Name Search functionality, the configuration where Characteristic = 'DUP_NAME_CHECK' must be turned on. If the Duplicate Name Search functionality is turned on, then when the user is processing a submission that has been sent through campus portal (JICS) and does not have an ID Number associated with it or if the user is entering a new name (for example, in the Name Entity window), then the entered or submitted information is automatically passed to the Duplicate Name Search window. The Duplicate Name Search window will find the default duplicate name search configuration that is appropriate for the logged-in user (see Manage Duplicate Name Search Configurations window) and run the Duplicate Name Search function using the specified configuration's settings to try to locate other ID Numbers in the system that match the entered/submitted information.
The search algorithm takes the columns on which it should search (either from the default configuration or from the manually edited configuration) and looks for entered/submitted data for those columns. If it finds entered or submitted data for a specified search column, it will use the first <x> number of characters of the data as defined in the configuration for the column (for text columns such as Last Name or Address Line 1) and conduct a LIKE comparison; and it will use the whole data string in the case of numeric or date columns or values supplied from a drop-down list and conduct an EQUALS comparison in order to look for entries in the database that match the data in the specified columns. If the specified columns exist in the NAME_MASTER or ADDRESS_MASTER tables, then the NAME_HISTORY and/or ADDRESS_HISTORY tables will also be searched.
If you have configured your system to search for duplicate names, the system may also make the following comparisons when you enter a full or partial name, depending upon the selected Additional Options defined:
· Compares the entered Last Name to the Last Name value in the Soundex table
· Compares the entered Last Name to the Birth Name column in the NAME_MASTER table
· Compares the entered First Name to the Preferred Name column in the NAME_MASTER table
· Compares the entered First Name to the Nickname column in the NAME_MASTER table
If no matches are found, the Duplicate Name Search window is not opened. If a match is found for the search criteria specified by the configuration, the Duplicate Name Search window is opened and a list of individuals/companies/organizations matching the search criteria are shown in a grid on the Results tab. The entered or submitted values are displayed at the top of the window above the tabs.