Find Match or Check for Match

The Find Match or Check for Match function is designed to prevent duplicate records within the Workgroup. It allows users to search for records that they may not have access to but would like to know if they are in the system.

Security

The Find Match or Check for Match function respects both the hierarchy and internal security. Depending on the logon privilege, users can either have the Find Match Security Enabled or Disabled.

Hierarchy

If users are set up as Organizations, Account Managers, Partners and Partner Reps in the Hierarchy and their Logon type set up as the same – Organizations, Account Managers, Partners and Partner Reps:

Enforce User Security with Check For Match Disabled – Users will see the Find Match results with all contacts as hyperlinks and they can click on the Names to access all the Matching Contacts regardless of assignment.

Enforce User Security with Check For Match Enabled – Their Check for Match will return all matching Records within the Workgroup – showing Records not assigned to them as plain text – and Record assigned to them as hyperlinks – for their access. The records that appears as plain text in the Find Match search results can’t be opened and further details are not accessible.

If a User is set up as Organizations, Account Managers, Partners and Partner Reps in the Hierarchy – with User Type – Administrator or Global User – the Check for Match Result will return all matching records as hyperlinked – regardless of assignment and regardless whether the Enforce Security with check for match is disabled or enabled. (See User Type Description)

Internal Security

For Administrators and Global Users with Internal Security restriction to access Records – by Campaign, Search Filter, Hierarchy:

Enforce User Security with Check For Match Enabled – the Check for Match result will return all matching records within the Workgroup – showing Records that they have access to as hyperlinks – and restricted Records as plain text. 

Enforce User Security with Check For Match Disabled – Internal security restriction is ignored. Global Users and Administrators can see and access ALL the matching records.

How Find Match Works

1. Find Match returns contacts, not records in search result. If you have 3 contacts on a record, you may see all 3 contacts in the search results.

2. Find Match searches the fields using ‘Contains’. For example if you searched for a phone number 123 it would return records with phone numbers 800123555 and it would also return123-555-5555.

3. Find Match gives you the option of searching using AND/OR between the fields. For example if you searched for Last Name = Smith AND Phone = 123 it would ONLY show contacts that had BOTH last name contains Smith AND a phone number that contains 123. However, if you selected OR the search results would contain contacts with Last Name Smith OR contacts with Phone contains 123 – usually a larger number of contacts are returned in the search results when using OR.

Searchable Fields

1. Company
2. First Name
3. Last Name
4. Email Address
5. Address 1
6. Phone Number

Checking for a Match From the Homepage

Depending on the user’s logon privilege, Users can do a Find Match from the Homepage by clicking the Find Match tab beside the Quick Search.

Checking for a Match When Adding a New Record

Users can also Check for a Match while adding new Records to prevent duplicates. The system can recognize a possible duplicate entry as soon as the users enter data in any of the following fields: Company, Fist Name, Last Name, Email Address, Address 1 and Phone Number.

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