- Welcome to the Knowledge Base
- Introduction
- Training
- Desktop Environment
- Preferences
- Activities
- Cases
- Forecasts & Quotas
- Importing Data
- Leads
-
Marketing
- Introduction to Marketing
- Marketing Campaigns
- Mailing Lists
- Products
- Mailshots
- Upload Library
- Templates
-
Workbooks Web Insights
- Tracking Code
- Setting up the Plugin
- Viewing Web Insights Data on your Form Layouts
- Domain Names and Online Activities
- Gator Popup
- Reporting incorrect Leads created through Web Insights
- Reporting on Web Insights data
- Using UTM Values
- Why aren’t Online Activities being created in the database?
- Why is GatorLeads recording online activities in a foreign language?
- Using HubSpot with Workbooks
- Event Management
- Compliance Records
- GatorMail Integration
- Opportunities
-
Integrations
- Mapping
- Electronic Signing Tools
- Creditsafe Integration
-
Zapier
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
-
Setting up Zaps
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- New Workbooks Case to JIRA Ticket
- Jira Issue to new Case
- 123FormBuilder Form Entry to Case
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
- Wufoo Form Entry to Sales Lead
- Posted Credit Note to Task
- QuickBooks Online
- Survey Monkey responses to Tasks
- Multistep Zaps
-
Email Integrations
- Email Dropbox
- Workbooks Exchange Server Sync
- Workbooks Outlook Connector
-
Event & Webinar Integration Tools
- GoToWebinar
- ON24
- Microsoft Office
- Outreach
- Scribe/Workbooks Connector
- People & Organisations
- Reporting
- Dashboards
- Transaction Documents
- Auditing
-
Configuration
- Introduction to System Administration
- Users & Security
- Database
- Accounting
- Email & Integration
- Customisation
- Automation
- PDF Configuration
- Contact Support
-
Releases & Roadmap
- Roadmap
- March 2021 Release
- December 2020 Release
- September 2020 Release
- April 2020 Release
- January 2020 Release
- September 2019 Release
- February 2019 - Event Management Release
- January 2019 Release
- October 2018 Release
- May 2018 Release
- February 2018 Release
- January 2018 Release
- November 2017 Release
- September 2017 Release
- June 2017 Release
- March 2017 Release
- December 2016 Release
- August 2016 Release
- January 2016 Release
- Workbooks Glossary
Checking for Duplicates
Import - Stage 4 - Existing Record Matching
Stage 4 of the Import Wizard is where you can control how Workbooks compares your source data with the records already on your database to see if there's a match and thus reduce the likelihood of creating duplicate records. You are also given a choice of Import Mode:
- Only create new records
This is the default setting and will simply create new records (subject to the duplicate checking controls that you apply).
- Update existing records and create new ones
This setting will use the values in your source data to update the fields on your existing records, providing that a matching record can be found. If no matching record can be found, the import will create a new one.
- Only update existing records
This option will use the values in your source data to update the fields on your existing records, providing that a matching record can be found. If a matching record cannot be found a new one will not be created.
Duplicate Checking
Tick the checkboxes provided to specify the combination of fields you want to use to uniquely identify an existing record. The options provided will depend on the type of record you're importing and will include any custom fields you've created (as long as you have mapped some source data against them). The ones shown in this screenshot are for an import of People records.
NOTE: When checking for existing People the duplicate checking will be restricted to the People linked to the specified employer. So, for example, if you're importing a Person record for John Smith with an Employer of ABC Company, Workbooks will simply look at the People already linked to ABC Company to see if a Person record exists for John Smith.
The more options you tick, the more rigorous the duplicate checking will be. The Import Mode you apply will govern what happens when a match is or is not found.