Duplicate Detection helps identify potential duplicate submissions before they reach final processing. Form Owners and Admins can configure which fields should be used to detect duplicates, and designated workflow steps can review and resolve duplicate warnings directly inside Informed K12.

Note: This article applies to Form Admins only; please contact your district people admin or another point of contact if you believe you should have form creator access.

In this article, we will review:

• How to configure duplicate detection 
• How to review potential duplicates
• How to resolve duplicate submissions

How to configure Duplicate Detection

Before configuring Duplicate Detection, decide which fields should be used to identify possible duplicates. Start with a broader rule and narrow it down if too many false duplicates are flagged. Duplicate rules can be updated at any time.

Duplicate Detection applies immediately for existing submissions, excluding cancelled and denied forms. If a duplicate rule is updated, previous warnings are removed and detection runs again using the updated configuration. 

1. Navigate to the Form Settings page for the campaign.
   
2. Under Configure, locate Duplicate Detection.

3. Click New to configure Duplicate Detection for the first time, or Edit to update an existing rule.

   

    

4. Select the "Add Duplicate Detection" button

5. Choose the fields the system should compare when looking for potential duplicates.

   Note: The selected fields are treated as a combination so all selected values must match for a submission to be flagged. For example: Employee ID + Pay Period + Work Date.
   
    

6. Select the workflow step where duplicate warnings should become visible.

   Note: Duplicate warnings are only visible starting at the workflow step selected during configuration.
   
   

7. Save your changes.

How to review potential duplicates

Once Duplicate Detection is enabled, a new Duplicate filter appears at the top of the Responses page.

1. Navigate to the campaign's Responses page.
   

2. You will see a duplicate flag and the duplicate filter: 

   

3. Open a potential duplicate submission and review:

   1. The highlighted duplicate information
      

   2. Linked submissions that may contain matching data. 
      

   Note: If you have the appropriate access permissions, you can open a linked submission directly for comparison.

How to resolve duplicate submissions

If the submission is valid and not a duplicate, you will select the duplicate warning checkbox and clear warning. 


 

If the submission is a duplicate, you can: 

• Cancel the submission from the Admin tools (if your permissions allow) 
  
  
   

• Send the submission back for corrections