# Using Duplicate Check (QMS)

Duplicate Check allows QMS users to determine whether a _Quality Event_ or _Complaint_ is a duplicate or follow-up of another such record using an intelligent and streamlined interface. With this feature [configured](/en/lr/52308303/), 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 _Quality Events_ or _Complaints_ to the appropriate lifecycle states, as determined by your configuration.

## Supported Objects

The Duplicate Check feature supports the following objects and object types:

- _Complaint_
- _Complaint Intake_
- _Supplier Change Notification_
- _Quality Incident_
- _Quality Event_ (_Complaint_ and _Medtech Complaint_ object types)

## How Duplicate Checks Work

When you perform the _Run Quality Record Check_ user action from a _Complaint_ or _Quality Event_, Vault uses an [advanced search algorithm](/en/lr/52308302/#similarity-scoring) to check certain text fields on the current object record against the same fields on applicable past object records.

Vault presents the results of this comparison in an [easily understandable interface](/en/lr/52308302/), showing only the most relevant record data from the most relevant records. From here, you can review each record for potential duplication and provide the appropriate verdicts to complete your analysis.

When you complete the check, Vault may automatically transition duplicate or follow-up _Quality Events_ or _Complaints_ to the appropriate lifecycle states depending on your Vault's configuration. This can trigger additional workflows or follow-up activities. Vault also stores a summary of the check you have completed as a related _Record Check Result_ record on the current object record.

## Completing a Duplicate Check


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      <p><strong>Note</strong>: If your organization uses the <a href="/en/lr/981285/">Quality Automated Language Translations feature</a>, you may need to translate <a href="/en/lr/981284/#supported-objects">supported object records</a> before completing a Duplicate Check.</p>
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To complete a Duplicate Check:

  1. From the target object record, select the **Run Quality Record Check** action from the **Actions** menu. The label of the action may differ depending on your Vault configuration. If a record check of the same type is in progress for the record, you will be prompted to either discard or resume it.
  2. In the _Run Record Check_ dialog, select the **Type** of duplicate check to run from the drop-down. The dialog box displays the match criteria that Vault uses to search for duplicates.
  3. Under _Match Terms_, use the following fields to set your search terms:
     1. **Match on All of these Terms**: This field specifies up to 25 terms that matching records must contain. You can click the (x) icon on a term to not use it while searching, or select terms from this field and drag and drop them into the _Ignore these Suggested Terms_ field. You can add terms by typing text into this field to create a more customized search. 
     2. **Match on Any of these Terms**: This field specifies up to 25 terms that Vault uses to search for matching records. You can click the (x) icon on a term to not use it while searching, or use drag and drop on _Suggested Terms_ to move them to the _Ignore these Suggested Terms_ field. You can add _User Terms_ by typing text into the _Match on Any of these Terms_ field to create a more customized search.
     3. **Ignore these Suggested Terms**: This field displays the _Suggested Terms_ that were removed from the _Match on All of these Terms_ and _Match on Any of these Terms_ fields. You can move a term back to either field by clicking the (+) icon on a single term, or use drag and drop to move multiple terms.
     4. **Text Comparison Fields**: This field specifies which text fields are reviewed when Vault searches for matching records using the terms in the _Match on All of these Terms_ and _Match on Any of these Terms_ fields.
  4. Note that _Exact Match Field_ values are displayed in the _Run Record Check_ dialog. These read-only values are derived from the record the _Run Quality Record Check_ action is being run on and and are limited to object, boolean, and picklist types.
  5. Optional: If needed, click **Reset** to reset all matching fields to their default values.
  6. Click **Continue**. Vault performs the record check.
  7. Once the record check is complete, Vault displays the applicable results in the [record check interface](/en/lr/52308302/). Review the presented records, select relationship verdicts as needed.
  8. If the check includes more than one rule to evaluate against, you can click **Next Rule** or **Previous Rule** to navigate between them. You cannot select different relationship verdicts for the same record during the check.
  9.  Once your review is complete, click **Review**. You must select one record as an Original before this button becomes available.
  10. Review your record check results. You can navigate between record check matches to compare them against the record identified as the original.
  11. Make any updates to editable fields on the record identified as the original. Your role and the lifecycle state of the record affects your ability to edit fields, per the Atomic Security settings in your Vault.
  12. Once you have reviewed the check, click **Complete**.

Vault may automatically change the lifecycle states of the records you have provided relationships for, as determined by your processes. Depending on how your [Admin configures](/en/lr/52308303/) Duplicate Check, Vault may copy any attachments on those records to the one marked as original. If this occurs, duplicate attachments will be skipped, and existing attachments that have been updated are versioned to maintain the version history.

For example, selecting an _is a Duplicate of_ relationship on a record may result in the record being changed to a _Duplicate_ lifecycle state. If configured by an Admin, you can perform a user action on the _Record Check Result_ record to create a report document with summary details.

### Duplicate Check Keyboard Shortcuts

You can use keyboard shortcuts to navigate the _Run Record Check_ dialog that displays after initiating the _Run Quality Record Check_ action. See [Using Recurrence Check](/en/lr/73823/#shortcuts) for more information.

## Re-Running a Duplicate Check

If you perform the _Run Quality Record Check_ user action, and the current object record has a completed _Record Check Result_ related record, Vault displays the _Prior Record Check Complete_ dialog with several options:

  * **Cancel**: Do not perform the record check.
  * **Supersede Latest**: Perform the record check and, when complete, supersede only the most recent _Record Check Result_ data, while preserving older _Record Check Results_.
  * **Supersede All**: Perform the record check and supersede all previous _Record Check Results_ on this record.
  * **Preserve**: Perform the record check and do not supersede any previous _Record Check Results_.

## Related Permissions

You must have the following permissions to use duplicate checks:

|Type|Permission|Controls|
|--- |--- |--- |
|Security Profile | Object: Quality Event: \[object type]: Read, Edit | Ability to view _Quality Event_ records of this object type in the record check interface and add relationship data during review |
|Security Profile | Object: Complaint: Read, Edit | Ability to view _Complaint_ records in the record check interface and add relationship data during review |
|Security Profile | Object: Supplier Change Notification: Read, Edit | Ability to view _Supplier Change Notification_ records in the record check interface and add relationship data during review |
|Security Profile | Object: Quality Incident: Read, Edit | Ability to view _Quality Incident_ records in the record check interface and add relationship data during review |
|Security Profile | Object: Record Check Rule Detail: Read, Edit | Ability to see and edit duplicate check rules |
|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 |

To perform duplicate checks, the application role that you are assigned to must have sufficient permissions in all lifecycle states included in the duplicate check to establish relationships between the originating record and records returned in duplicate check results. If your Admin's configuration uses _Editable Fields_, you must also have a role that grants _Edit_ permission for those fields in all lifecycle states included in the duplicate check results.