How to create deduping Query with Altru

The Deduper application requires a data source to be able to dedupe data. Typically this is a query that outputs the data you want to dedupe. In this short guide we will be walking you through the process of creating a simple query to find duplicates.

Remember this query can be any query you want to process for duplicates. For this example we will be deduping our entire database but you have the option to choose which data to dedupe depending on how you set up your data source.

Step 1: Login into your Social Good Software account and click on the deduper application.

Login to application

SGS – Deduper

Once you have clicked on the deduper application click on the ODATA Links navigation item on the top right hand side menu.

ODATA Links

Then you will see the option to add an ODATA link. Click on the plus option to create a new link with Altru.

Add ODATA Link

You will get a dialog asking you for an ODATA link since we don’t yet have the link. We will click on the external icon to open the Altru information library directly.

Altru Information Library
Altru Information Library

Step 2: Create a De-duping query

Clicking on the link will open a new tab with the information library in Altru. Click on the “Add an ad-hoc query” option on the top left hand side navigation.

Ad-hoc Query

This will bring up the option to create a query. We are going to be creating a Constituent query to dedupe constituents. Note: If you want to dedupe other data types select the right query type, for example sales query.

Creating query type with Altru

Now it’s time to create the query based on our query restrictions.

Restrictions

Let’s review each restriction one at a time.

Individual is equal to yes – We only want to dedupe individual records at this time. If you want to dedupe other types such as organizations create a separate query and process those independently from this query.

Date added is before DATE or is blank – Altru has a restriction to only be able to output 15,000 rows at a time with ODATA links. Because of this restriction we have to create multiple queries. You want to create a query that outputs less than 15,000 rows. In our example it’s any record created before 1/1/2001. Keep in mind this could be different for your organization.

Email address – We want only records that have an email address and it’s the primary email address. Records without an email address are much more difficult to dedupe correctly and Altru typically picks all this up and merges them automatically.

Let’s now setup the output display fields

Output Fields

Let’s review each output field one at a time.

Lookup ID – Quick handy way to view if the record is a duplicate by just seeing the ID.

Email Address – Easily see if the email can provide a contextual action

First name – View the first name

Last name – View the last name

Address – View the address

Constituent record – We need this to be able to merge records together

Now click on the Preview Tab on the top navigation.

Preview tab in Altru

You will want to make sure the total result is less than 15,000 rows.

Don’t worry about not having all the records in this query, we will come back and create more queries for the rest of the records. Once you are happy with the output click on the “Set save options”

Save option with Altru

Make sure you check the “Suppress duplicate rows” checkbox. Don’t worry if you see multiple rows the Deduper application knows how to deal with duplicates.

Suppress duplicate rows

Double check the output of the query is less than 15,000 rows.

Output of query

If you see more than 15,000 rows go back and adjust the date to output less than 15,000 rows.

Once you have verified you have less than 15,000 rows then name and save your query.

Name: Duplicate Constituent Records Query (BOT – 2001)
Description: Query to output records created from beginning of time to 01/01/2001

Save and close

Step 3: Duplicate Query with revised dates

Once you have your query created it’s time to duplicate the query and adjust the dates for the next 15,000 rows in your database by clicking on the copy button.

Copy query

This will bring up a screen identical to the creation query screen. You will have to change the date range selection and rename the query to reflect the new dates. Select the date restriction and use the Between operator to select two date ranges.

Between two dates

You might be able to select more years depending on the output. For example if your output is only a few hundred rows you can select a wider range of dates. If you are getting too many rows you might have to restrict the date range to be between months and not years.

Click on the “Set save options” and save your query by changing the name

Save new name for query

Name: Duplicate Constituent Records Query (2001 – 2003)

Description: Query to output records created from 01/01/2001 to 01/01/2003

At this point you will want to repeat the process in step three until you have done your entire database. This will equal a group of queries. Here is how the process works.

Create queries for output

You will end up with a group of queries. You now have the ODATA queries required for the Deduper application. You can now at this point follow the guide on “How to set up ODATA links with Deduper”.

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