There may be times when you don’t want to merge or convert records that show up in your filter results. This could be because of your business rules or policies, or your data structure. What should you do with these records within a group of matches (or the entire group of records) that should not be merged? How do you avoid having to re-evaluate them again within the same filter the next time you use the filter?

First, you want to be absolutely sure that you cannot further configure your filter using field values or scope settings to exclude the undesired records. Whenever possible, add additional field criteria to tighten up the filter results. If you have already done this and you are still getting undesired records, Cloudingo offers a few solutions for managing these records.

*Note: In most cases, these will be your ‘loose’ filters that you are reviewing manually, and not those using automation or mass merge. (Learn more about Confident vs. Loose filters.)

Option 1:

You can hide or protect records within Cloudingo. You should consider consequences of potential future duplicates coming into your system when using either of these options. (Click here for further explanation on how to use these features.)

Option 2:

After manually reviewing and merging the filter results, only those records you do not wish to merge will remain unmanaged. On an ongoing basis, seeing this same group of matches can be problematic and time consuming each time you need to evaluate the filter manually. Cloudingo offers a way to handle this by using a scope setting on your filter. The scope allows you to limit the groups of matches to groups where at least one or more of the records within the group have been created since the last time you manually reviewed the filter results.

To configure this setting, edit the current filter, and on Tab 4, choose to add a new rule. Select “Created Date” as the field. Then choose a rule to define how far back you want to go. If you use a specific date, you will need to keep track of when you last manually reviewed your filter results, and this date setting must be changed before you re-evaluate the results next time. You might also consider setting a schedule (every Monday for example) and set the filter to only pull in results where the date is greater than 7 days.

You might also need to set up a separate filter exactly like this one that defines a scope based on last Modified Date if you want to re-evaluate records that have been updated (rather than newly created) and that could now be potential matches. A separate filter would be required to do both. If you configure both rules on the same filter, then both values must be true (and in some cases, your most recently modified records may not have just been created).

For more information on Tab 4 of the filter configuration, click here.