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Duplicates
Duplicate contact records waste effort, postage, and time. That’s why we designed the version 8 CardScan® software “Duplicates Wizard” to spot duplicate records automatically – and help you eliminate duplicates quickly.
Duplicate Types
Your contacts file may contain more than one record for the same contact. Generally, such records are called "duplicates." Duplicates make your address book less reliable and, therefore, must be removed. |
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CardScan contact management software’s Duplicates Wizard examines your file, identifies duplicate information, and presents you with it in a manner that allows you to act upon the duplicates quickly and confidently.
The Duplicates Wizard distinguishes among three types of duplicate information:
Exact duplicates: records that contain completely identical information. It is safe to allow the Duplicate Wizard to delete the extra records automatically.
Compatible duplicates: records that are nearly identical; however, they differ in the amount of information for the contact. You can allow the Duplicates Wizard to merge the duplicate information automatically, or you can review the records and manipulate the information as you like.
Conflicting duplicates: records that are also nearly identical; however, there is a conflict between the information in the same field. In such a case, you must review the records, decide what to do about the conflict, and manipulate these duplicates to create an accurate record to keep in your file.
How to run Duplicates Wizard
The Duplicates Wizard examines your file, identifies records containing information for the same contact, and presents the duplicates in groups. Viewing the duplicates by type helps you to take advantage of the Wizard's automated features. |
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To use the Duplicates Wizard, follow these steps:
- Choose Card -> Find Duplicates. The 'Duplicates Wizard' starts. It searches for duplicate information and displays the 'Exact Duplicates' screen.
- View the 'Exact Duplicates' screen. If any Exact duplicates have been found, choose to remove them automatically or to review them first. It is safe to allow the Wizard to delete these duplicates automatically.
- To proceed to the 'Compatible Duplicates' screen, click Next. To let the Wizard merge the information, click the Merge button. To review the duplicates, click the Review button. The 'Review Compatible Duplicates' screen appears.
- If merging the information manually, use buttons above a duplicate to act on it as a whole. For example, click the Replace button to make the duplicate your Record to Keep; click the delete button to delete the duplicate. When you point at any highlighted field in the duplicate, the Replace button for this field appears, allowing you to work with this field.
- Click Next. The Conflicting Duplicates screen appears.
- Click the Review button. The Review Conflicting Duplicates screen appears.
- Review the Conflicting duplicates to create a reliable Record to Keep. Use the dialog buttons as described in Step 4.
- When finished, click Close on any of the three "duplicates found" summary screens. The wizard displays the screen summarizing the results.
How to set up AutoSync™
You can set up AutoSync only after having configured CardScan Synchronization. |
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- Choose File -> Data Exchange -> CardScan Synchronization. The 'CardScan Synchronization' dialog appears.
- Click AutoSync. The 'AutoSync Options' dialog appears.
- To synchronize whenever the CardScan file changes: check the checkbox SYNCHRONIZE WHEN THE CARDSCAN FILE IS CHANGED.
- To set up regularly scheduled automatic synchronization: check the “Synchronize on schedule” checkbox. You can choose to synchronize the files:
- Every few minutes - type or use the up/down arrows to choose a value (1 to 120 minutes)
- Once a day at a specific time - use the up/down arrows
- Once a week on a specific day and time - use the drop-down menu to choose the day; use the up/down arrows to choose the time.
- Click OK. AutoSync displays this message: "The files you have selected will be synchronized now to ensure that AutoSync runs correctly with the current settings."
- On the message box:
- Click OK to enable AutoSync. The AutoSync icon appears on the Windows taskbar.
- Click Cancel. AutoSync is disabled.
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“How To” Tip Of The Month
Get practical, easy-to-do tips for saving time, getting organized |
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and making your life easier with your CardScan contact management solution.
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