MTS Duplicate Check — User Guide

Introduction for Users

MTS Duplicate Check works silently in the background while you fill in a form. You do not need to do anything differently — just fill in the record as usual. If the system detects that a similar record already exists, a warning will appear automatically before your record is saved.

How the Plugin Works

1. You open a Create or Edit form for a module where duplicate checking is active (e.g. Contacts, Leads)
2. You fill in the fields as you normally would
3. The system quietly checks whether a matching record already exists
4. If no duplicate is found: nothing happens — the form saves normally
5. If a duplicate is found: a confirmation window appears showing a list of matching records
6. You review the records and choose to proceed or cancel

Using the Duplicate Check Feature

When a duplicate is detected

A popup window appears automatically. It contains:

• A title: Duplicate Found with the number of matching records
• A warning message: Duplicate records found in the system. Do you want to proceed with saving this record?
• A table listing up to 5 matching records

Example:

Name values are clickable links — click them to open the existing record in a new tab so you can review it without losing your current form.

Your options

Working with Results

Reviewing a matched record

1. In the duplicates table, click the record name link
2. The existing record opens in a new browser tab
3. Review it to decide whether it is the same person or company
4. Return to your original tab and choose to proceed or cancel

When to proceed

• The matching record is a different person who happens to share a name or phone number
• You are intentionally creating a separate record for a legitimate reason

When to cancel

• The matching record is clearly the same person or company — updating the existing record is the better choice
• You notice a typo in what you entered — correct it and try again

Usage Scenarios

Scenario 1 — Creating a new Lead with a common name

You do: Fill in "Nguyen Van A" as Last Name and "0901 234 567" as Phone
You will see: A popup showing 1 existing Contact with the same name and phone
You do: Click the link, confirm it is the same person, click Cancel, and update the existing record instead

Scenario 2 — Different person, same email address

You do: Enter a new Prospect with the email info@company.com
You will see: A popup showing 3 existing records with the same email
You do: Review the records — they are different contacts at the same company. Click Confirm to proceed

Scenario 3 — Accidental re-entry

You do: Start creating a Contact you already entered last week with the same name and phone
You will see: A popup showing the exact same record
You do: Click Cancel, find the existing record, and update it with any new information

Best Practices

• ✅ Always click the name link to review the existing record before deciding
• ✅ If unsure, cancel and search for the record first
• ✅ Use the table columns to quickly confirm whether the match is genuine
• ✅ Tell your admin if duplicate checking is missing for a module you frequently use
• ✗ Do not click Confirm without reviewing the list of matches
• ✗ Do not create a new record just to skip the warning — update the existing one instead
• ✗ Do not ignore the warning in high-value modules like Contacts or Leads

FAQs for Users

Why did the warning not appear even though I entered the same name?

The check only runs when all configured fields match at the same time. If the setup requires both Last Name AND Phone to match, entering just the same Last Name will not trigger the warning. Also, if any of the key fields is left blank, the check is skipped.

Can I always click Confirm and still save the record?

Yes — the warning is informational, not a hard block. You always have the final say. However, confirming when a true duplicate exists will create a second record in the system.

The popup appeared but the table had no columns — what does that mean?

Your admin has not configured which fields to display in the results table yet. The warning still works correctly — it detected a match, but cannot show details. Ask your admin to add display fields to the configuration.

Will the duplicate check slow down my form?

No. The check runs in the background and is usually instant. You may notice a very brief pause before the warning appears, but there is no impact on the rest of the form.

Is duplicate checking active on all modules?

Only on modules where your admin has set it up and enabled it. If you want it on a module where it is currently missing, ask your SuiteCRM administrator.

• Website: mientrungsoft.com
• Email: anhnhatuit@gmail.com
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