• What is eGrabber™ DupChecker?


• Who can use eGrabber™ DupChecker?


• What is Duplicate Analyzer?


• How Duplicate Analyzer is different from finding duplicates using DupChecker?


• ACT!™ contains a built-in duplicate check that scans for duplicate records. Why should I get eGrabber™ DupChecker?


• What is meant by matching exactly and approximately?


• What are the attributes checked by eGrabber™ DupChecker?


• How do I handle the duplicates when found?


• I have marked few records as 'Not Duplicate'. Now when I run the DupChecker after a week, will the records be detected as duplicates again?


• Apart from the 10 user defined fields in my ACT!™ database, I have created some custom user fields. Can eGrabber™ DupChecker merge these custom user fields too?


• I have several Company records in the ACT!™ Company list. There are duplicate records in this list. These are not the Company fields in the ACT!™ Contact list, but Company records saved in the ACT!™ Company list.
  Can I use DupChecker to merge these Company records?


• What happens when I merge the duplicate records?


• Can I restore the deleted records?


• Can I setup custom duplicate check criteria?


• When I try to select the fields, I get the message as You can select up to 3 fields only for exact match. I have selected only 3 fields.


• Can I change the Reference record for merging the duplicates?


• While merging, the Notes, History and other Activities of the duplicate set records are also merged to the Reference record. Can I avoid this?


• Can I change the order in which the Columns are displayed in the DupChecker Grid?


• Do I need any special training to use the software?

• What are the System Requirements to install eGrabber™ DupChecker?


• What versions of ACT!™ are supported?


• How do I install eGrabber™ DupChecker?


• Can I evaluate eGrabber™ DupChecker before purchasing a license?


• How do I launch eGrabber™ DupChecker in trial mode?


• How many records can eGrabber™ DupChecker check for duplicates?


• How do I purchase the License Key?


• I have purchased the License Key. How do I activate eGrabber™ DupChecker with this key?


• Can I use the License Key to check for duplicates in another database?


• My database contains 12000 records. The License I purchased can check for 10000 records. Can I use this key with my database?


• In our organization, different users access the same ACT!™ database through network. Can all the users use eGrabber™ DupChecker to check for duplicates in the same database?


• I have added more records and my database size is increased. Can I upgrade my key limit according to the record count?


• I have purchased monthly License for my database and the license period is expired. Can I renew the same License and continue to use it?

• eGrabber™ DupChecker is not processing the duplicate records. What could be the problem?


• I am not able to activate my License Key. Why?


• In the Merge Preview window, I entered some values manually. But the fields are not updated with these values.


• I provided values for the Salutation field in the Merge Preview window. But the field is not updated.


• I saved the duplicate records in the eGrabber™ DupChecker grid in a file. Now when I try to merge a set of records from this file, the merge fails. Why?


• I added some user fields in my ACT!™ database. But these fields are not displayed in the eGrabber™ DupChecker grid.


• When I select the Merge Preview option, the window is not displaying any values.


• How do I keep track of the merged records?


• Can I restore the records deleted during the Merge process?


• I marked few records as 'Not Duplicate'. Can I again mark them as 'Duplicates'?


• When I click 'Merge All', I come across the message that says 'Merge completed with Error'. The message displays some numbers and says 'Merge would fail if any of the record in the duplicate set is not found in ACT!™ database'. What could be the problem?

What is eGrabber™ DupChecker?

eGrabber™ DupChecker 2008 checks for duplicates in ACT!™ database and enables you to merge or purge the duplicates. You can maintain a duplicate free database that increases your efficiency and productivity.

Who can use eGrabber™ DupChecker?

ACT!™ users who maintain large number of records and frequently follow-up with the contacts for sales and marketing can make use of eGrabber™ DupChecker efficiently.

When you send a bulk email to all the contacts in your database, there are chances of repeated messages reaching the same person due to duplicate records. This may lead to displease a prospective customer and you may lose a sale. Use eGrabber™ DupChecker to find the duplicates and handle them efficiently to save your time.

What is Duplicate Analyzer?

eGrabber™ DupChecker comes with free duplicate analysis tool that scans your entire ACT!™ database and generates a report that displays the following:

• Total number of duplicates detected
• Number and type of duplicates found
• Provides a sample list of duplicates found

How Duplicate Analyzer is different from finding duplicates using DupChecker?

Duplicate Analyzer is a free version which just displays a report of the number of duplicates with the break-up details. Whereas, DupChecker is a paid version which checks for duplicate records in ACT!™ database, groups the duplicate records in a easy to view format and enables you to merge/purge the duplicates.

ACT!™ contains a built-in duplicate check that scans for duplicate records. Why should I get eGrabber™ DupChecker?

ACT!™ can scan for duplicates only if there is exact match between two records. The duplicate check is limited to three fields and ACT!™ can identify only two records at a time.

eGrabber™ DupChecker is not limited to certain fields but can check for duplicates in all the fields available in ACT!™ database and can find any number of duplicate records. This software can find duplicates that match exactly and approximately.

What is meant by matching exactly and approximately?

Exact match is when record is absolutely similar to another record. Approximate match is when a record is similar to another record but varying in attributes like formatting, punctuation and so on. eGrabber™ DupChecker checks for duplicates based on all the attributes.

What are the attributes checked by eGrabber™ DupChecker?

eGrabber™ DupChecker matches records that are similar in the following attributes:

• Phonetically (Sheryl = Cheryl)
• Formatting and punctuation errors (Inwood = .Inwood)
• Field swap errors. (Name and Company swapped)
• Abbreviation (HP = Hewlett Packard)
• Common nicknames (Bob = Robert)
• Company ending variations (Inc, Corp.)
• Street ending variation (Dr, Drive)
• Match name with email ID
• Recognize phone, region, location, state abbreviation and lots more.

How do I handle the duplicates when found?

I have marked few records as 'Not Duplicate'. Now when I run the DupChecker after a week, will the records be detected as duplicates again?

No. Once marked as 'Not Duplicate' DupChecker saves the history of 'Not Duplicate' records. At whatever time you run the DupChecker, the records marked as 'Not Duplicate' are not listed in the DupChecker Grid.

Apart from the 10 user defined fields in my ACT!™ database, I have created some custom user fields. Can eGrabber™ DupChecker merge these custom user fields too?

Yes, eGrabber™ DupChecker can merge up to 400 custom user fields.

I have several Company records in the ACT!™ Company list. There are duplicate records in this list. These are not the Company fields in the ACT!™ Contact list, but Company records saved in the ACT!™ Company list.
Can I use DupChecker to merge these Company records?

DupChecker can find duplicates only in the Contact list. If the companies in the Company list are linked to Contacts then it can merge them. DupChecker does not find duplicates in the Company list.

What happens when I merge the duplicate records?

When you merge the duplicate records, the duplicates are merge to the Reference record thereby deleting the related records.

Can I restore the deleted records?

No. It is not possible to retrieve the deleted records. However, eGrabber™ DupChecker save the merge history in the 'History' section of the Reference record. The contact details prior to the merge process are saved in this section for your reference.

Can I setup custom duplicate check criteria?

Yes. Click Tools > Options and click DupCheck Filters. You can also click the More option in the Find Duplicates drop-down list.

The dialog box that appears displays all the available fields in ACT! database. Select any three of the fields. Click either AND or OR option to check for duplicates based on the selected condition. The fields selected in this method are checked for Exact match only.

For example, if you select First Name, Last Name, Company along with the AND option, then duplicates are checked for First Name AND Phone AND Email.

When I try to select the fields, I get the message as You can select up to 3 fields only for exact match. I have selected only 3 fields.

Check whether any other field has been selected by scrolling down the Fields column. Otherwise, you can also click the Clear All option. All the fields are deselected when you click this option. Now you can select the required fields.

Can I change the Reference record for merging the duplicates?

Yes. In the Merge Preview dialog box, you can click the Header of the Source Record to make it as the Reference record. Anyway, you need to repeat this for each duplicate set.

Instead, you can setup the Merge Settings so that either the recently updated or the older record can be considered as the Reference record.

Click Options > Merge Settings. In the dialog box, select the required option to merge the contacts.

While merging, the Notes, History and other Activities of the duplicate set records are also merged to the Reference record. Can I avoid this?

Yes. Click Options > Merge settings. In the Merge Settings dialog box, you can select or deselect the required Additional Items to be merged to the Reference record.

Can I change the order in which the Columns are displayed in the DupChecker Grid?

Click Options > Display Settings. In the dialog box, the available fields are displayed. You can change the order of the fields by using the Move Up and Move Down buttons. Now clicking on Find Duplicates will display the columns in that order.

Do I need any special training to use the software?

What are the System Requirements to install eGrabber™ DupChecker?

Pentium PC or higher.

Memory:

• 1 GB RAM for database containing less than 25000 records
• 2 GB RAM for database containing more than 25000 records

What versions of ACT!™ are supported?

• ACT!™ 2008 - Standard and Premium for workgroups
• ACT!™ 2007 - Standard and Premium for workgroups
• ACT!™ 2006 - 8.0.2.81 / 8.0.2.82

How do I install eGrabber™ DupChecker?

Download the installation file from http://www.egrabber.com/dupchecker/trial.html. The InstallShield Wizard guides you through rest of the process. You need to purchase the License Key to activate eGrabber™ DupChecker.

Can I evaluate eGrabber™ DupChecker before purchasing a license?

Yes. You can use eGrabber™ DupChecker in trial mode. In this mode the first 200 records in the ACT!™ database are checked for duplicates. There is no time limit for the trial version and you can try this with various databases.

eGrabber™ DupChecker comes with CSV files that contain sample records. You can import these files into ACT!™ database to evaluate eGrabber™ DupChecker.

How do I launch eGrabber™ DupChecker in trial mode?

When try to check for duplicates, you are prompted to enter the License Key. In this dialog box, click the 'Trial Run' button to launch eGrabber™ DupChecker in trial mode.

How many records can eGrabber™ DupChecker check for duplicates?

Current eGrabber™ DupChecker supports ACT!™ databases that contain up to 150000 records.

How do I purchase the License Key?

Refer to following link for details about different License Schemes available. http://www.egrabber.com/dupchecker/buying_info.html

Select the best scheme that fits your requirements and contact eGrabber to purchase the License Key.

I have purchased the License Key. How do I activate eGrabber™ DupChecker with this key?

a) Open the ACT!™ database that needs to be checked for duplicates.

b) Launch eGrabber™ DupChecker and click the 'Find Duplicates' option. The License Activation dialog box appears prompting you to enter the License Key.

c) Enter the License Key and click 'Permanently associate the key' to activate DupChecker.

d) Once you enter the License Key, the Key is associated with the currently opened database in ACT!™.

Can I use the License Key to check for duplicates in another database?

Once associated with a database, you cannot use the same Key for another database. You need to purchase a different License Key to check for duplicates in another database.

My database contains 12000 records. The License I purchased can check for 10000 records. Can I use this key with my database?

You can associate the License key with your database. But eGrabber™ DupChecker can process only the first 10000 records in the database. It is recommended to get a 15000 records License Key and associate with your database.

In our organization, different users access the same ACT!™ database through network. Can all the users use eGrabber™ DupChecker to check for duplicates in the same database?

You need to install DupChecker in all the systems. You can register with the same License key, associating the key with the same database.

However, eGrabber™ DupChecker works only in one system at a time.

For example, assume that you have installed eGrabber™ DupChecker in System A and System B. While System B uses eGrabber™ DupChecker to check for duplicates, the key would be deactivated in System A.

I have added more records and my database size is increased. Can I upgrade my key limit according to the record count?

No. The existing key limit cannot be increased or upgraded. You need to purchase a new License Key.

I have purchased monthly License for my database and the license period is expired. Can I renew the same License and continue to use it?

No. Currently there is no renewal scheme available and you need to purchase a new License Key if your License period is expired.

eGrabber™ DupChecker is not processing the duplicate records. What could be the problem?

You need to login to ACT!™ database with administrator rights. Use the login name and password with administrator or manager rights and try to check for duplicates. Now eGrabber™ DupChecker can check for duplicates.

I am not able to activate my License Key. Why?

You need to be connected to Internet while activating the License Key. Check your Internet connection and try again to activate the key.

In the Merge Preview window, I entered some values manually. But the fields are not updated with these values.

Check whether the values you have entered match the data type of the corresponding field. For example, you might have entered text in a field that can store only numbers. The same problem occurs when you enter text or number in date field. Similarly, in a number field that can accept only two decimal places, if you try to enter a number with more decimal places, then the field is not updated.

Check the type of the field and then provide the values in the Merge Preview window to update the fields.

I provided values for the Salutation field in the Merge Preview window. But the field is not updated.

If you have already provided default settings for the Salutation field in ACT!™, then it is not updated with the values you provide in the Merge Preview window.

I saved the duplicate records in the eGrabber™ DupChecker grid in a file. Now when I try to merge a set of records from this file, the merge fails. Why?

You might have already merged or deleted the set of duplicate records. When you try to merge records that are not present in ACT!™ database, you come across an error message and the merge fails. Again check for duplicates in the ACT!™ database and then try to merge the duplicate records.

I added some user fields in my ACT!™ database. But these fields are not displayed in the eGrabber™ DupChecker grid.

If you have added the user fields while eGrabber™ DupChecker was running, the new fields are not reflected in the eGrabber™ DupChecker grid. Close the program and launch again to get the new fields in the eGrabber™ DupChecker grid.

When I select the Merge Preview option, the window is not displaying any values.

If the selected record is not available in the currently opened ACT!™ database, then the Merge Preview window displays empty fields. Check the database and the selected record. You can again find the duplicates and get a new list of duplicates in the grid. Now you can try to merge the duplicates.

How do I keep track of the merged records?

In the eGrabber™ DupChecker grid, click 'View > Merged Records History'. The merged records are displayed.

Can I restore the records deleted during the Merge process?

No. You cannot restore the deleted records. You can just view the history of merged records.

I marked few records as 'Not Duplicate'. Can I again mark them as 'Duplicates'?

Yes. Click 'View > Non Duplicates History'. In the Non Duplicates History window, select the relevant records and click 'Set as Duplicate'. Now the records again appear in the eGrabber™ DupChecker grid as duplicates.

When I click 'Merge All', I come across the message that says 'Merge completed with Error'. The message displays some numbers and says 'Merge would fail if any of the record in the duplicate set is not found in ACT!™ database'. What could be the problem?

As DupChecker looks for the duplicates, sometimes one record may be identified as duplicate in two duplicate sets.

Consider the following example:

Duplicate Set 1:

Steve International Business Machines

Steve IBM

Duplicate Set 5:

Steve James Indian Bank Merchantile

Steve IBM

Here, Steve-IBM has occurred in two duplicate sets. While merging, DupChecker merges this record with 'Duplicate Set 1'. When it comes to 'Duplicate Set 5', the record Steve-IBM would not be found as it has already been purged. In such circumstances, the error message is displayed with the duplicate set numbers.

You can just click 'OK' to close the message and again run DupChecker.