---
title: Duplicate check
slug: duplicate-check
docTags: 
createdAt: 2025-10-08T13:34:59.747Z
---

The HyperPortal allows you to configure a system for monitoring the creation of duplicate entities and processes. This system allows you to configure rules for searching for potential duplicates in the **"definition" and "process"**. You can then select actions for the found items. *In the CMS, you can create a duplicate or merge data with an existing item. In processes, you can only create a duplicate.*

**The duplicate search will be performed across all entities and processes in the given definition (process), including those to which the current user does not have access due to domain zone or permissions.**

You can configure more than one rule. The system will consider each of them separately and return a unified search result.

Below is a description of how to configure this functionality and examples of its use.

# Settings

To configure this feature, go to the "definition" settings and switch to the "**Duplicate check"** tab. Please note that "definition" settings are available only to system administrators.

![Duplicate check tab](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/PvEVSDIB9oBcsESN6jRAd-20251008-133845.png "Duplicate check tab")

Below is a screenshot showing the initial settings for the feature:

1. Toggle switch for enabling functionality (without adding rules, this functionality will not work).
2. Message for the "Warning" block (multilingual), which will be displayed in a modal window if potential duplicates are found. This is an optional feature. *If no message is specified, the default text will be displayed.*
3. Button for adding a new rule.

![Basic duplicate check settings](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/9CBreP-w3ECnyN1iAw6TB-20251008-133957.png "Basic duplicate check settings")

Below is a screenshot showing the settings for the added duplicate control rule:

1. Delete rule button
2. Rule on/off toggle switch
3. Multilingual field for the rule name. This is a required field. The name has a 60-character limit.
4. A section for adding properties to search for potential duplicates. *You can select more than one property*. This field is required.
5. A section for adding filters to narrow the search results, to which the filter for duplicate values in the specified properties will be applied (item 4).

![Duplication rule settings](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/0vehrdwUSfM_yiN6mzULR-20251008-134059.png "Duplication rule settings")

Below is a screenshot showing the settings for the property adding block:

1. Added properties for applying the rule. The specified properties will be searched for duplicate values.
2. Add a new property button. Only the following property types can be selected:
   - Field is NOT a list - `entity list, file list and not list, multitext`
   - Field is NOT - `rich text, json, link`
3. Delete selected property button

![Properties select block](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/6kYFAwDBnP-dabGK-l0G3-20251008-134149.png "Properties select block")

Below is a screenshot showing the settings for the filter adding block.

![Filters block](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/xW4H41aTkEgAoywdW5Bbz-20251008-134208.png "Filters block")

### Disallow duplicate creation

Turning this on will forbid users from creating duplicates if this rule has found a match, they will be forced to merge data from their input into one of the matching records.

![](https://api.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/uiaSpyM_n-AVyMB_xe7_0_screenshot-2026-08-05-at-182029.png)

# How it works

## Creating an entity or process

### CMS

When creating a new entity, the system will check whether it meets any duplication rules and then attempt to find potential duplicates.

1. Property used in the duplication rule
2. New entity creation button

![Create a new item](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/qdfwkFyGOwEoXZqrl-C0T-20251008-134700.png "Create a new item")

If the functionality *is not configured*, **or** *there are no rules*, **or** *the rule refinement filters do not find any potential duplicates*, the entity creation process will proceed as usual. If the system finds at least one entity, the entity creation process will be stopped and the system will display a modal window with a message about this and the duplicates found.

### Workflows

For processes, the duplicate control system operates through the "quick actions" system. When attempting to start a new process, the system checks the data sent to the process and then follows the same logic as with the CMS. If no duplicates are found, the process will be started; if duplicates are found, a modal window with potential duplicates is displayed.

Below is a screenshot of a process start using the quick action system.

1. Selecting entities to map to a process.
2. Quick start process button.

![Quick start process](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/gGJuyvpZlr-R1kwGtpO5K-20251008-134953.png "Quick start process")

## Modal window with potential duplicates

Below is a screenshot of a modal window with potential duplicates (CMS).

1. A "warning" message about potential duplicates. Default text. *It can be replaced with text from the duplicate system settings.*
2. Total number of duplicates found: **visible to the current user and hidden.**
3. A "warning" block displays the number of hidden duplicates for the current user. *The block is displayed only if hidden entities are found.*
4. A table with potential duplicates. The table works with the default view for the current "definition." *If the default view is a Kanban board or does not contain the properties (columns) for which duplicates were found, the view will be modified with additional columns and replaced with a table view.*
5. The columns configured in the duplication rules are shown with an yellow background. If duplicates are found based on multiple rules specifying different properties, all these columns will be highlighted in yellow.

![Duplication modal for DuplicDuplication modal for processesation entities](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/6odwDnJ1TUoyhD0JME5Ea-20251009-142332.png "Duplication modal for DuplicDuplication modal for processesation entities")

:::hint{type="info"}
If the system finds only one duplicate that can be shown to the user, the duplicate selection step will be skipped and the data merging step will be displayed. See below.
:::

Entities that will be displayed:

- All entities to which the current user has access as part of normal HyperPortal work;
- Entities hidden from the current user by the domain zone system;

Entities that will NOT be displayed:

- Entities to which access is restricted by the permissions;
- Entities with restricted access to properties involved in duplication rules

Next, you need to decide what to do with the potential duplicate.

### CMS

1. Select one of the potential duplicates.
2. If a duplicate is selected, you can proceed to the merge step.
3. Create a duplicate, bypassing the duplicate check.
4. Cancel creation of a new entity.

![Choose duplication](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/DayQ5YAWXwOnDwA4apdVT-20251009-142703.png "Choose duplication")

### Workflows

- Duplicate creation only.
- Cancel creation of a new process.

![Duplication modal for processes](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/x9QT5Z56GiWj0OwNAqsjU-20251008-141534.png "Duplication modal for processes")

## Modal window for merging an existing entity with a duplicate

At this step, the user can select which properties should be updated with new values.

Below is a screenshot of the modal window with the data merge step:

1. A toggle switch allows you to hide properties that have the same values or that are missing values in the duplicate and the existing entity.
2. A checkbox allows you to select all available properties for updating.
3. A disabled checkbox means it cannot be selected.
4. A checkbox allows you to select a specific property for updating.
5. Properties for which the duplication rules were triggered are highlighted in yellow.
6. A button for going to the previous step, the step for selecting a duplicate for merging. If only one duplicate was found, the button is unavailable.
7. A button for merging an existing entity with new values. Disabled if no properties are selected.
8. A column containing the final data to be merged. If the current property's checkbox is unchecked, the value is from the existing entity; if checked, the value is from the new entity.

![](https://api.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/ynSBk8cxJeYYld9KudDP6-20251009-142756.png)

## Canceling duplicates processing

If you click the cancel button (either outside the modal window or the ‘escape’ button) at any step of the duplicates modal window, a cancel confirmation dialog will be displayed. If you confirm the cancellation, the creation of the new entity or the process start will be aborted.

1. Confirmation dialog
2. Cancel button

![Cancel duplication process](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/UufzV6iPP-xwxB17auOTP-20251008-141758.png "Cancel duplication process")

# Examples

## CMS

‘Vehicle’ entity - you don't want the system to allow new items to be created if a vehicle with the same VIN already exists.

![CMS example 1](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/Y9U0WnMlNKylvi7Ct2914-20251008-141911.png "CMS example 1")

‘Vehicle’ entity - you don't want the system to allow new items to be created if a vehicle with the same VIN already exists, but only if the car brand is "Citröen."

![CMS example 2](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/kbQ9EAQZbg-MtlN4QKcdr-20251008-141948.png "CMS example 2")

## Workflows

"Inspection" process - you don't want the system to allow new processes to be started if a process with the specified vehicle already exists.

![Workflows example 1](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/3WINH05xIBDjja-ktM_dX-20251008-142016.png "Workflows example 1")

"Inspection" process - you don't want the system to allow new processes to be started if a process with the specified vehicle already exists, but only if the process with the "Running" status and the vehicle status is "Available."

![Workflows example 2](https://app.archbee.com/api/optimize/5goaGPkGyPYxtK7K75CEC/Q5Rtz0qKiw8Wqn85b9g9w-20251008-142032.png "Workflows example 2")



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