Keeping your data clean and free of duplicate records is key to getting value from the application. Clean data results in more effective reporting. Below we describe some tools in the system to help you create clean data and manage duplicates.
A type-ahead field is a special type of field that contains a "predictive typing" or "autocomplete" function. As you enter text into a type-ahead field, the application automatically begins searching for objects in the system of that type (e.g. companies or contact names) that match what you're typing.
If your system includes the option for connecting to Thomson, some autocomplete fields will search both D&A and Thomson for company and asset records. For more information, see the articles on Thomson and companies and Thomson and assets.
Type-ahead fields help you to find out what has already been entered into the system for that object type, giving you the option to quickly and easily link to the existing object, or create a new object that will be saved into the system and available for you and other users in future data entry. With type-aheads, you save time and avoid creating duplicate data.
- Type-aheads can be found in Create New forms, add pages, editable lists, and choose pages.
- A type-ahead is sometimes referred to as a "quick choose" field.
- All type-aheads include the option for you to type in an asterisk * and display a full list of all the items in the system that could populate that field.
If the system can't find a company or other value that you are looking for, it could be that the value does exist in the system, but when you typed it into the type-ahead field it was not spelled the same way as when it was first entered in the system. Try changing the spelling of the value or name and see if the system finds a match before attempting to create a new object. This will help you to keep system data cleaner and easier for other users to link to.
When creating some objects such as assets or companies, the Inova application uses pre-defined rules to determine if you're creating a duplicate. If so, it will display this message:
Click Details to view the potential duplicates.
If one of the duplicates is restricted, contact the owner of the object to make sure you're not creating a duplicate.
The name field on the asset and company can be configured to include an additional search feature that help you avoid creating duplicate records. It searches both your Inova system and Thomson's Cortellis database at the same time. For details, check these articles: Thomson Cortellis and Assets and Thomson Cortellis and Companies. This feature can be enabled in your application's form configuration regardless of whether you have a Cortellis license.
Additionally, the Thomson Advanced Query form (which does require a Thomson license) will display on its search results page an icon that indicates when a record already exists in your Inova system--but in this case, when you choose the record for import it will update the existing record, not create a duplicate:
If you created or found a duplicate company or contact, contact your system administrator to perform a merge of the duplicate data.