How to delete duplicates in Global Address Book

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Posted on by Community Member Microsoft Employee

Hi experts,

We're dealing with Duplicate entries in the Global Address Book. We want to know how to delete the duplicates and how to prevent that from happening again.

see example below

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Other HR Tasks

Employee and Manager Self-service

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Community Member Microsoft Employee on at

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RE: How to delete duplicates in Global Address Book

Hi,

Glad to help ;)

Not sure how the duplicates came in (that would need detailed investigation on your actions/steps).

- Did you use a upload for the workers?

(When data is uploaded, or extra data is added, this is often done incorrectly, creating 2 records in the Global Address Book);

- Do you use personnel actions, and don't finalize them? (so stop after the initial slider)?

(When personnel actions are used, after clicking on continue to go to the second screen, the party is already created. If the action is start over, 2 records will be created in the Global Address Book);

You could open up a record in the address book, to see the Roles (See screenshot below), to see if the record is assigned to a record:
Community Member Microsoft Employee on at

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RE: How to delete duplicates in Global Address Book

Hi Erik, Thanks a lot for your input, I have been dealing with this for almost a month. I really appreciate the detailed description and the screenshots.

Why do we see duplicte entries? How can I prevent them?
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Community Member Microsoft Employee on at

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RE: How to delete duplicates in Global Address Book

Hello!

Within the Global Address Book Parameters you have a setting:

This will give you a information message when you are creating a new worker. This will give you the option to validate if the employee you are hiring, has the same first and last name of someone in the Global Address Book.

Like this (using personnel action new hire):

If you click on the blue '1 match found', you have the option to validate on maintained detail, and identity if this is the same match..

In order to clean up the Global Address Book:

- You can delete them (make sure no relations are active);

- check for duplicates (but this works on a 1 by 1 basis.. so not like excel where all duplicates are highlighted);

Please let me know if this answers your questions, and mark this post as helpfull is so ;)

If not > reach out to me.

With regards,

Erik