Configuring Duplicate Check (QMS)

The Vault QMS Duplicate Check feature is an intelligent and streamlined interface for users to determine whether an event, such as a Quality Event or Complaint, is a duplicate or follow-up of another event. With this feature configured, Vault can simplify a complex manual process with a simple user action where text search terms are automatically suggested by Vault. After performing the user action, the user is shown a set of potential records along with their similarity score in a side-by-side comparison user interface. When the analysis is complete, Vault stores the results and automatically transitions duplicate or follow-up Quality Events or Complaints to the appropriate lifecycle states, as determined by your configuration.

Supported Objects

The Duplicate Check feature supports records of the Complaint object as well as the Complaint and MedTech Complaint object types for the Quality Event object.

Configuration Overview

Complete the following steps to enable the Duplicate Check feature:

Creating Quality Record Checks for Duplicates

You can create Quality Record Checks: Duplicate Check configurations for each scenario in which users will need to check for duplicates, each available to users as a separate user action.

To create Quality Record Checks: Duplicate Check configurations for recurrence:

  1. Navigate to Admin > Configuration > Quality Record Checks: Duplicate Check.
  2. Click Create.
  3. Enter a Label and select a Status.
  4. Select an Object from the drop-down:
    1. Quality Event: Used for the Complaint and Medtech Complaint object types.
    2. Complaint: Used for the Pharma Complaint object type. This option only appears in Vaults configured to use the standalone Complaint object.
  5. Select an Object Type.
  6. In the Date comparison field drop-down, select a date field from the supported object from which to base your timeframe.
  7. In the Date comparison timeframe drop-downs, select a number and time period unit. For example, to include records up to one year previous to the value in the date field selected above, select 1 and Years.
  8. Optional: If you want to limit the check to evaluate object records with a certain lifecycle state, select those states in the Lifecycle states to include drop-down.
  9. Define at least one duplicate check rule.
  10. In the Comparison Settings section, define three (3) tiers of match similarity to assist users in analyzing potential duplicates:
    1. From the Tier 1, Tier 2, and Tier 3 drop-downs, select the labels appropriate for each similarity category.
    2. Enter a % minimum similarity score for each tier.
    3. Optional: If you select the Display checkbox, Vault displays the tier as a category at the top of the page when a user performs the duplicate check user action. Selecting Display for a higher tier enables the checkbox on the next lower tier.
  11. In the Fields to Display section, choose one (1) or more fields from the record to display in the record check interface to assist the user in their analysis. These fields are not included in the match calculation. You can select up to 25 fields to display.
  12. In the Relationship Configuration drop-down, select the relationship configuration applicable to your duplicate check.
  13. Select a Picklist Value from the drop-down. Choose from among the values available on the relationship configuration, for example, is a Duplicate of or is a Follow-up of.
  14. Optional: Select a Destination Lifecycle State that Vault should change the record to if the user determines it to be a duplicate during the check, for example, the Duplicate or Follow-Up states. If a destination lifecycle state is defined, you can also select states from the Do not transition complaints in the following lifecycle states drop-down if you want to limit which complaints are automatically transitioned.
  15. To define more verdicts, click Add Verdict and repeat steps 13 and 14 as needed.
  16. Optional: In the Summary Page section, choose Editable Fields. Users are able to edit these fields on the record check interface if they have the appropriate Atomic Security setting with Edit permissions. Fields selected in this section appear in addition to fields selected in the Fields to Display section.
  17. Optional: Select the Copy Attachments checkbox to copy any attachments on records identified as duplicates to the record identified as the original.
  18. Click Save.

Defining Duplicate Check Rules

Each record check configuration for duplicates must contain at least one (1) rule, and can contain up to five (5) rules. To define a rule:

  1. Enter a rule Label.
  2. In the Exact Match Fields drop-down, select one or more fields on the object that must match exactly between the records to be included in the duplicate check. For example, if your processes require you to check for duplicates only affecting the same facility, select the Owning Facility field to exclude records for other facilities.
  3. Optional: In the Similar Match Fields drop-down, select one or more text fields on which to run the duplicate check. When a user performs the action on a record, these are the fields for which Vault provides a percentage match score.
  4. Optional: Click + Add Related Object Match Criteria to further filter results by field data on their related objects.
  5. Optional: Click Create Rule to define an additional rule.

Each rule can contain up to ten (10) total Match Fields, including both the rule’s base match fields and those from its related object match criteria.

You can optionally define up to three (3) related object match criteria for each duplicate check rule.

  1. Select a Related Object from the drop-down. Choose from objects related to the primary object selected for this record check.
  2. In the Exact Match Fields drop-down, select one or more fields on the object that must match exactly between the records to be included in the duplicate check.
  3. Select the appropriate Inbound Reference Field from the related object.
  4. Optional: Click + Add Related Object Match Criteria to define additional criteria.

You can click the minus icon (-) to the right of each line to remove criteria from the rule.

Configuring the Run Quality Record Check Action for Duplicates

In order for users to have access to duplicate check functionality at the appropriate stage in the supported object’s lifecycle, you must make the Run Quality Record Check action available to users in that lifecycle state:

  1. Navigate to Admin > Configuration > Object Lifecycles and click into the supported object lifecycle.
  2. In the States section, click into the lifecycle state in which you want users to run their duplicate check. For example, select the Closed state to allow users to check for recurrence after the Quality Event has been finalized.
  3. In the User Actions section, click Edit.
  4. Click Create Rule.
  5. If configuring the action for a Quality Event object type, select Perform with Conditions, and select Quality Event Type > equals > [object type].
  6. Select Run Quality Record Check from the Allow the following actions drop-down.
  7. Select one or more Quality Record Checks from the Available Quality Record Checks drop-down. Ensure that you include the duplicate record check that you previously created.
  8. Select the Allow user to override discovered match terms checkbox to allow modification of search terms in a pop-up dialog after the user performs the action.
  9. Add an Action Label for the action.
  10. Click Save.

Duplicate Check Limitations

By default, there is a maximum number of records which Vault can include in a duplicate check:

  • Quality Event object types: Complaints and MedTech Complaints: 200
  • Complaint object: 200

If you wish to modify these limits, contact Vault Product Support.

You must have the following permissions to configure or use Quality Record Checks:

Type Permission Controls
Security Profile Admin: Quality Record Check: Read, Create, Edit, Delete Ability to see, create, and manage Quality Record Checks: Duplicate Check configurations
Security Profile Object: Record Check Rule Detail: Read, Edit Ability to see and edit duplicate check rules.
Security Profile Admin: Quality Relationship Automation: Read Ability to select Quality Relationship Automation values within Quality Record Checks: Duplicate Check Check configurations
Security Profile Object: Quality Event: [object type]: Read Ability to view records of this object type in the record check interface
Security Profile Object: Complaint: Read Ability to view records of this object in the record check interface
Security Profile Object: Record Check Result: [object type]: Read, Edit Ability to view and edit Record Check Results and records of this object type
Security Profile Object: Record Check Match Record: [object type]: Read, Edit Ability to view and edit Record Check Match records of this object type