Overview
Within the DocuPet system, we want to ensure a seamless transition of both historical and new data. To assist with this, we have implemented a variety of ways in which the system can detect and prevent duplicate data from being entered.
The functions actively detecting duplicate information include:
Pet Owner Record Search: When using this tool, you are required to conduct a search prior to adding any new information into the system. This gives administrators the ability to confirm whether or not a profile has been made previously, prior to being given the option to create a new Pet Owner account.
Add A Pet: When adding pets to a Pet Owner's profile, any pets being added that have the same name as a current pet on the account, will automatically flag as duplicate information and you will not be allowed to proceed unless the name is altered. Similarly, if another pet exists on a different Pet Owner’s account with the same address on file, the system will also flag this instance as a duplicate and require alteration.
Authoritative Address Tool: Similarly to the Pet Owner Record Search, when adding an address into the Authoritative Address Tool, you need to conduct a search first to ensure a duplicate address is not being created. Spelling is essential within the Authoritative Address Tool, and when conducting a search, it is best practice to use as minimal information as possible to ensure the search results pull any records that may match.
Add A Pet Owner: When adding a Pet Owner account, the system will flag if there is another Pet Owner by the same name that lives at the same address you are inputing. The system will also flag if the Pet Owner you are adding has the same contact information as another profile (Example: email and/or phone number).
Common error messages regarding potential duplicate data:
Pet Owner Accounts:
Email - “This value is already used”
What it means: The email address you're trying to add is already associated with another pet owner account.
What you can do: Use the Pet Owner Record Search in your admin tools to look up the existing account tied to that email. Each email can only be linked to one profile in the system. If you are not able to locate an account using the email address that indicates the account utilizing the email address does not fall under your jurisdiction and you will need to reach out to Administrator Support for further assistance.
“Please enter phone number”
What it means: The phone number field is either empty or formatted incorrectly.
What you can do: Enter the phone number using only numbers (no dashes, spaces, or country codes).
Example: 1234567890
Pet Profile Error Messages
“Duplicate Pet Detected at Address”
What it means: The system has found another active pet with the same name at the same address, which could mean a duplicate profile was created.
What you can do:
- Search for the address and review all pet records associated with it.
- If a duplicate is found, you can request to merge accounts or deactivate one of the profiles by contacting Admin Support.
Important Considerations
If you do come across duplicate data, please refer to our learning resources on the Merge Tool as linked below:
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