Resolve a possible duplicate
When Vonda thinks a defendant or co-signer is someone already in your records, merge the two or dismiss the match.
Vonda keeps one record per person across all of your agency's postings, so you can see everyone's history in one place. When a defendant or co-signer on a posting looks like someone you've already worked with, but Vonda can't be sure, it flags them instead of joining the records on its own. You decide.
Before you start
- Anyone on the team can see the flag. Only the posting's assigned agent or an admin sees the Merge and Dismiss buttons. Everyone else sees the match but can't resolve it.
- The posting is open. You can't resolve a match on a closed or archived posting.
Resolve the match
Find the warning
On the person's card, an amber banner says Possible duplicate detected and how many earlier records match. Click View.
Compare the records
The Possible duplicate dialog shows the earlier record: the person's name, role and date of birth, and a link to the earlier posting. Any field that differs is listed as the earlier value, then an arrow, then the value on this posting. If the ID photos differ, the ID Photo (Front) or ID Photo (Back) row shows both photos as small thumbnails, the earlier record's first; click one to see it full size. If several earlier records match, pick the one to compare.
Merge or dismiss
- If they're the same person, click Merge, then Merge again in Merge into one person?. This can't be undone.
- If they're different people, click Dismiss, then Dismiss in Dismiss this match?.
What happens next
- After a merge, both records become one person, with every posting from both in their history. The banner disappears. You'll see Merged into followed by the person's name, and the posting's activity records it, for example Jane Smith merged a duplicate defendant record into John Doe (or co-signer record for a co-signer).
- After a dismissal, the banner disappears and these records aren't suggested for merging again. If they turn out to be the same person after all, they stay as two separate records, so only dismiss a match you're sure about.
- Nobody outside your agency is told. Merging and dismissing only change your own records.
Sometimes the flag clears on its own: if you click View and the details no longer match (for example, you've since corrected a date of birth), Vonda says No longer a match — flag cleared instead of opening the comparison.