Stakeholder Duplicates Prevention and Management in Borealis

As you and your team(s) enter new data in Borealis, the integrity of your data can be challenged by duplicate creation and by adding information to a duplicated record instead of the original.

This can result in a number of complications, including but not limited to confusion when selecting a stakeholder, errors in managing the records, problems with widget and report creation, and an overall lack of confidence in the system and the data in contains. 

Preventing and managing duplicate stakeholders provides an efficient way to improve the accuracy of your stakeholder records, ensuring the elimination of redundant or outdated information. Merging duplicate records streamlines data management. It reduces time and effort required to maintain and update stakeholder data.

Why Are There Duplicate Stakeholders in Borealis?

In the Borealis application, stakeholders can be created in many different ways, whether directly in the system, through Excel import, through the Borealis mobile application, and through the Outlook add-in.

Duplicate stakeholders is a common issue when using stakeholder registers due to the different tools and methods of creating and entering stakeholder information in the system. 

Use Case Examples

  • As a stakeholder engagement manager, you can use this feature to clean and consolidate your stakeholder list, so that you can effectively communicate and engage with your relevant parties. This also benefits your company by fostering stronger relationships with stakeholders, improving communication, and increasing the likelihood of achieving desired outcomes in projects and initiatives.
  • As a data analyst, you can use this feature to ensure a user-friendly system for managing potential duplicates in order to improve data accuracy and reliability. This also allows you to confidently use the data for analytics and reporting, leading to more accurate and insightful analysis outcomes.
  • When creating a stakeholder, the system does a live analysis of existing records and identifies records in the system that coincide with the record being created and notifies you to review them before finishing the record creation.

Duplicate Prevention When Creating Stakeholders

While you are creating a new stakeholder in Borealis, and the mandatory fields have been filled, the system does a live analysis of the record as you fill in the information in the record creation fields. The system then automatically notifies you that record(s) matching the one you are creating already exist in the system. You can then review the potential duplicate(s) and decide whether you want to continue creating the new record or use the existing record.

Use Duplicate Prevention When Creating Stakeholders

  1. Begin your stakeholder record creation as you normally would.
    After the mandatory fields have been filled, the system will begin its analysis.
  2. When the system detects potential duplicates, a potential duplicate notification will be displayed in the lower right corner of the creation form.
  3. Click the potential duplicate button to open the record comparison form and compare your Current record with the Potential duplicate record. 
    You can use the arrows around Potential duplicates to navigate between the records identified as potential duplicate by the system.
  4. After reviewing the Potential duplicates and comparing them to your Current record, you can use one of the 2 options:
    • Continue with creation: You can use this option when the stakeholder you are creating does not match any of the potential duplicate options Borealis identified for you. You will be returned to the stakeholder creation form you were working in.
    • Select and cancel creation: You can use this option when a potential duplicate identified by Borealis matches the stakeholder you are creating. You will be redirected to the stakeholder record you selected as a potential duplicate.

Manage Duplicate Stakeholders With the Merge Feature

Borealis identifies potential duplicates based on name similarities. It also recognizes other information to evaluate the records to identify duplicates including nicknames, email, organisation, location, address, etc. The stakeholder duplicate merging tool allows you to merge or reject potential duplicates.

As a general rule, stakeholders should be merged when more than one record exist in the system that refer to the same stakeholder. This is a data integrity issue which prevents from properly tracking interactions with that stakeholder.

Merging stakeholder is a multi-step process simplified through our merging interface.

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