Duplicates Overview

The Duplicate Review feature in the Data Connect Content Workbench helps you identify and manage duplicate items within your data. This tool is essential for maintaining data integrity by making sure that your system doesn't contain unnecessary or redundant entries, which can lead to confusion and errors in data processing.

Overview of Duplicate Review

The Duplicate Review page lists groups of items from your Enterprise Resource Planning (ERP) system that share the same manufacturer number in the GHX catalog. This allows you to efficiently spot and address duplicates, which are often caused by multiple entries of the same item under different buyer part numbers.

You can see items flagged as potential duplicates. A red flag with a number indicates items that need attention, either because they have been pending for too long or there are many of them in the queue. You can filter these duplicates by their status and take action to resolve each case.

Key Actions in Duplicate Review

  • Review and Resolve: Work through the list of duplicates, deciding which entries to keep and which need further action.

  • Parking Lot: If you can't decide on an action immediately, you can move items to the Parking Lot tab. This is useful when you need additional input from colleagues or more time to make a decision.

  • Collaboration: You can share items in the Parking Lot with other users in your organization for joint decision-making.

How Content Workbench Identifies Duplicate Items in the Provider’s Item Master

When the provider’s manufacturer part number matches the same GHX master catalog manufacturer part number, but has a different buyer part number, these items are recognized as possible duplicates in the provider’s item master.

Considerations for Duplicate Items

  • Contains active provider item master records that are matched to curated GHX master catalog items.

  • If, based on the active curated criteria (mentioned in first bullet), an item is added or removed from existing duplicate group in Duplicate Review in any tab, the group will need to be reassessed by the user and will be moved to the Duplicate Main view.

  • When a new provider item master is processed and the duplicate item is inactivated, the group is resolved and deleted from the Duplicates view.

  • When a new item is identified as a duplicate and is added to a duplicate group which is already marked for inactivation in the Inactivate tab, then the group will move to the Duplicate Main tab and the inactivation indicator will be reset on the item which was previously marked for inactivation.

  • User preferences are retained in Duplicates tabs even after user logs out. The system remembers the columns, filter and sort order preferences that the user selected.

To streamline the review of possible duplicates in the provider’s item master, vendor part # and vendor names are not considered when identifying duplicates and are not viewable in this view.

Main Duplicates Tab

  • This view displays the duplicate groups that are yet to be resolved.

  • The attributes available in this view to facilitate a decision:

    • Provider Item Add Date

    • Stocked Indicator

    • Was Reprocessed

    • Total Spend

    • 30 Day Spend

    • 12 Month Spend

  • Task Status of New

    • Duplicates that appear when the latest provider item master processes and are new to the queue.

    • The New duplicate groups count is displayed in Dashboard as a hyperlink.

  • Task Status of Existing

    • Duplicates that when the latest provider item master processes already exist in the queue.

    • The Existing duplicate groups count is displayed on the Dashboard as a hyperlink.

Parking Lot Tab

  • The Parking Lot tab allows the user to move the duplicate group to an intermediate state when more review is needed before choosing which item(s) to inactivate in the group.

  • When a new item is identified as a duplicate and is added to a duplicate group which is already in the Parking Lot tab, it is moved to Main Duplicates tab automatically.

  • The count of groups in the Parking Lot tab is displayed on the Dashboard as a hyperlink.

Inactivate Tab

  • The Inactivate tab displays the duplicate groups with one or more items marked for inactivation.

  • When a new item is identified as a duplicate and is added to a duplicate group which is already marked in the Inactivate tab, it is moved to Main Duplicates tab automatically.

  • The user can export and/or email the groups of the items to be inactivated and manually inactivate them in their ERP.

  • The count of groups in the Inactivate tab is displayed on the Dashboard as a hyperlink.

Keep Tab

  • The Keep tab allows the user to move the duplicate group when there is a business process that requires the organization to maintain the duplicate items.

  • When a new item is identified as a duplicate and is added to a duplicate group which is already marked in the Keep tab, it is moved to Main Duplicates tab automatically.

  • The count of groups in the Keep tab is displayed on the Dashboard as a hyperlink.