About Duplicate Criteria Configuration

The Talisma Data Management Utility provides additional capabilities to create Configurations that perform a duplicate check on Contact and Lead Object items that are created in Talisma.

The Duplicate Criteria Manager option in the Talisma Data Management Utility enables you to create duplicate check Configurations for the Contact and Lead Objects.

Working with the Duplicate Criteria Configuration option enables you to compare Property values of existing Contact or Lead Object items with Property values of Contact or Lead Object items that are created in Talisma in the following ways:

• The Talisma User manually creates a Contact item

• Through Talisma Chat, Talisma Campaign, or Talisma Rules

• Through an Import operation

• Through an iService request

If details of a Contact being imported correspond with a Contact already available in Talisma, the Contact is not imported into Talisma. However, if details of a Lead being imported correspond with a Lead already available in Talisma, the Lead is imported into Talisma, and its Duplicate Property is set to Yes.

About Advanced Duplicate Check Criteria

You can configure Advanced Duplicate Check Criteria on the Duplicate Check Groups configured in the Duplicate Configuration page. To create Advanced Duplicate Check Criteria, the Use Advanced Duplicate Check Criteria global option must be set to Yes in Talisma Business Administrator and a Duplicate Check Group must be configured in the Duplicate Configuration page. When this occurs, Contact and Lead information that is created in one of the following ways is resolved using the Advanced Duplicate Check Criteria:

• The Talisma User manually creates a Contact item

• Through Talisma Chat, Talisma Campaign, or Talisma Rules

• Through an Import operation

• Through an iService request

Examples of Contact Resolution:

• The following Duplicate Check Group is configured in the Duplicate Check Criteria page:

◦ Date of birth,First name,Last name

• The Advanced Duplicate Check Criterion is configured on the Date of birth,First name,Last name Duplicate Check Group as follows:

◦ First 3 Characters of First name

◦ First 4 Characters of Last name

Following data is used to create a Contact in Talisma:

First name	Last name	Date of Birth	Program
Robbie	Wills	01-01-1990	Science
Rob	Williams	01-01-1990	Arts
Robin	Wills	01-01-1990	Commerce
R	Willies	01-01-1990	Medical

When the above data is received in Talisma, the Advanced Duplicate Check Criteria created for the Contact Object will be used to check for duplicate Contact records and only unique Contact records are created.

• When the first record is received in Talisma, it is created as a Contact assuming that there are no matching Contact records in Talisma.

• When the second record is received in Talisma, the first three characters of the First name match with the first three characters of an existing Contact’s First name, and the first four characters of the Last name match with the first four characters of the existing Contact’s Last name. Additionally, the Date of Birth matches with the Date of birth of the existing Contact. As a Contact already exists, a duplicate Contact is not created in Talisma Client.

• When the third record is received in Talisma, the first three characters of the First name match with the first three characters of an existing Contact’s First name, and the first four characters of the Last name also match with the first four characters of the existing Contact’s Last name. Additionally, the Date of Birth matches with the Date of birth of the existing Contact. As a Contact already exists, a duplicate Contact is not created in Talisma Client.

The following Contacts are created:

First name	Last name	Date of Birth	Program
Robbie	Wills	01-01-1990	Science
R	Willies	01-01-1990	Medical

Example for the Lead to Contact Resolution

• For the Contact and Lead Objects, the following Duplicate Check Group is configured in the Duplicate Check Criteria page:

◦ Date of birth, First name, Last name

• The Advanced Duplicate Check Criteria configured on the Date of birth,First name,Last name Duplicate Check Group for the Contact and Lead Objects are as follows:

◦ First 3 Characters of First name

◦ First 4 Characters of Last name

Following data is used to create Leads in Talisma:

First name	Last name	Date of Birth	Program
Robbie	Wills	01-01-1990	Science
Rob	Williams	01-01-1990	Arts
Robin	Wills	01-01-1990	Commerce
R	Willies	01-01-1990	Medical

When the above data is received in Talisma, the Advanced Duplicate Check Criteria configured for the Contact and Lead Objects will be used to create Leads and resolve a Lead to an existing Contact.

• When the first record is received in Talisma, a Lead and a Contact are created, assuming that there are no matching Leads and Contacts available in Talisma. Further, the Lead is linked to the Contact.

• When the second record is received in Talisma, the first three characters of the First name match with the first three characters of an existing Lead’s First name, and the first four characters of the Last name match with the first four characters of the existing Lead’s Last name. Additionally, the Date of Birth matches with the Date of Birth of the existing Lead record. Therefore, the Lead is created, its Duplicate Property is set to Yes, and it is linked to the existing Contact.

• When the third record is received in Talisma, the first three characters of the First name match with the first three characters of an existing Lead’s First name, and the first four characters of the Last name match with the first four characters of the existing Lead’s Last name. Additionally, the Date of Birth matches with the Date of Birth of the existing Lead record. Therefore, the Lead is created and its Duplicate Property is set to Yes, and it is linked to the existing Contact.

• When the fourth record is received in Talisma, the First name has only one character. The Advanced Duplicate Check Criteria performs an exact match of the first three characters and it does not find a matching Lead. Therefore a Lead is created for this record. As there are no matching Leads available in Talisma, the Lead is created. Similarly, as there are no matching Contacts available in Talisma, a Contact is created. The Lead is linked to the Contact.

The following Leads will be created in Talisma:

First name	Last name	Date of Birth	Program	Duplicate
Robbie	Wills	01-01-1990	Science	No
Rob	Williams	01-01-1990	Arts	Yes
Robin	Wills	01-01-1990	Commerce	Yes
R	Willies	01-01-1990	Medical	No

The following Contacts will be created in Talisma:

First name	Last name	Date of Birth	Program
Robbie	Wills	01-01-1990	Science
R	Wills	01-01-1990	Commerce

For information on configuring the Advanced Duplicate Check Criteria, see To Configure Advanced Duplicate Check Criteria.

Note

The Duplicate Criteria Manager option is enabled in the Talisma Data Management Utility only if Talisma Higher Education Foundation is installed, and if you have the Business Administration Permission in Talisma Business Administrator.

When the Create an item if the value of the Duplicate Check Property is Null Global Option is Configured

In Talisma Business Administrator, when the value of the Create an item if the value of the Duplicate Check Property is Null global option is set to Yes, this enables the creation of a Contact or Lead when a value is not specified for a Property which is configured in the Duplicate Check Configuration.

Behavior of Contact Creation

This section describes the behavior of Contact creation through any of the following methods:

• Talisma User manually creates a Contact or Lead in Talisma Client or Talisma Web Client

• Through Talisma Chat

• Through Talisma Rules

• Through an iService request

Following assumptions are made in this scenario:

• The value of the Create an item if the value of the Duplicate Check Property is Null global option is set to Yes in Talisma Business Administrator.

• A Duplicate Check Configuration for the Contact Object with the following Duplicate Check Groups is created:

◦ First name, Last name, Phone, SSN

◦ First name, Phone

• A Contact with the following details already exist in Talisma:

◦ First name - Samantha

◦ Last name - Mathew

◦ Phone - 541-754-3000

◦ SSN - 345-56-7890

The following values are used to create a Contact in Talisma:

First name	Last name	Phone	SSN
Samantha	Mathew
Samantha	Mathew		345-56-7890
Samantha		541-754-3000

When the above values are received in Talisma, the Duplicate Check Criteria configured for the Contact Object will be used to create a Contact in Talisma.

• For the first and second records, a Contact will be created in Talisma for each record.

• For the third record, a Contact will not be created because when the duplicate check is performed, a Contact matching the second Duplicate Check Group on the First name and Phone Properties exists in Talisma.

Behavior of Lead Creation

This section describes the behavior of Lead creation through any of the following Talisma modules:

• Talisma Client

• Talisma Rules

• Talisma iServices

Following assumptions are made in this scenario:

• The value of the Create an item if the value of the Duplicate Check Property is Null global option is set to Yes in Talisma Business Administrator.

• A Duplicate Check Configuration for the Lead Object with the following Duplicate Check Groups is created:

◦ First name, Last name, SSN, Phone

◦ First name, Phone

• A Lead and its associated Contact with the following details already exist in Talisma:

◦ First name - Samantha

◦ Last name - Mathew

◦ Phone - 541-754-3000

◦ SSN - 345-56-7890

The following values are used to create a Lead in Talisma:

First name	Last name	Phone	SSN
Samantha	Mathew
Samantha	Mathew		345-56-7890
Samantha		541-754-3000

When the above values are received in Talisma, the Duplicate Check Criteria configured for the Lead Object will be used to create a Lead.

• For the first and second records, a Lead will be created and the value of the Duplicate Property is set to No.

• For the third record, the Lead will be created and the value of its Duplicate Property will be set to Yes, because when the duplicate check is performed, a Lead matching the second Duplicate Check Group on the First name and Phone Properties exists in Talisma.

The new Leads are associated with the existing Contact.