Duplicate Accounts Search

The Duplicate Accounts Search helps you avoid creating new accounts for entities that already exist in your system. Duplicate Accounts Search behavior varies, depending on the type of account you are creating and the way you access Applied Epic.

Use the links below to view Duplicate Accounts Search instructions specific to the entity type and your access method:

• If you are creating a new Client account and you access Applied Epic through a web browser, see these instructions.
• If you are creating a non-Client account (Broker, Company, Employee, Finance Company, Other Interest, or Vendor), or if Applied Epic is installed locally on your computer, see these instructions.

Duplicate Client Accounts Search (Browser)

These steps only apply if you access Applied Epic through a web browser, the Duplicate Account Check is configured, and you are adding a new Client account. Otherwise, refer to these instructions instead.

When the Duplicate Accounts Search is configured, the system automatically searches for existing Client accounts as soon as you enter criteria into one of the configured fields and navigate away from that field (for example, after you enter a new client's Account Name or phone number).

The four likeliest possible matches display in a pop-up window, but you can view all results if needed. See Duplicate Account Check for more information about the configurable criteria used to identify possible matches.

Note: The Duplicate Accounts Search only checks accounts of the same type for duplicates. For example, the system only checks for duplicate Business client accounts if you are adding a Business client; it does not check for Individual clients.

1. The Possible Duplicates Found pop-up window displays after you have entered information and navigated away from one or more configured fields (such as Account name, Account name plus ZIP/postal code, or Phone Number). You can do any of the following:
• Click the Use this Client button to select the existing client account, cancel the creation of the new account, and open the account you selected.
• Click the View All Duplicates button to expand the list of results. Click on a row to display more detail about that account.
• Click the Dismiss button to close the pop-up window and continue creating the new account.
2. If you clicked Use this Client, the Cancel Add Account pop-up window displays. Do one of the following:
• Click Yes, Go to Existing Account to discard the new account and select the existing account.
• Click Stay on Add Account to continue creating the new account.

Duplicate Accounts Search (Desktop and Non-Client Entities)

The following workflow only applies if the Duplicate Account Check is configured and you are not creating a Client account. If you access Applied Epic through a web browser and are creating a new Client account, please refer to these specific instructions.

If your organization has configured the system to check for duplicate accounts, the Possible Duplicates Found screen displays similar accounts that already exist. This screen displays when you click the Detail or Finish button to create a new account to help prevent accidental duplication. For more information about configuring the criteria used based on the account type, refer to the Duplicate Account Check article.

1. The Possible Duplicates Found window contains a list of potential duplicates. You can narrow the list further if you wish.
   1. Make a selection in the first dropdown menu in the filter at the top of the window:
      • Lookup Code
      • Account Name
      • Status
   2. Make a selection in the second dropdown menu. The options vary, depending on the item selected in the first dropdown.
      • Contains: Enter a part of the lookup code or account name in the field to the right.
      • Equals: Enter the correct status in the field to the right.
   3. Click Find to narrow the list to accounts that match the specified criteria.
2. To compare an account in the list to the account you are entering, click on the account in the list and then click Go to Detail.
3. If no accounts come up in your search, or if you are satisfied that the new account is not a duplicate of an existing one, click Continue.
   
   To end the workflow without adding the new account, click Cancel.