Unique Fields

FreeAgent CRM
  • Updated

No more duplicates! If you make a field 'unique', you will be able to block the creation of duplicated records automatically. One big plus is that you can use them as references in your import files, which means no more ID matching. 

Edition Qualifier: This feature is available in all FreeAgent Editions.

User Permissions: Only the Administrator can manage Fields.

In this tutorial, we will cover the following topics:

  1. Navigate to Form Fields
  2. Create Unique Fields
  3. Existing Duplicates

Navigate to Form Fields

Open the menu and go to 'Admin Settings' to display the available options, then click App Setup to display even more options. Then select your desired app and click on 'Form Fields'. You can also use the search function to get there faster, just start typing 'Form Fields'.

Create Unique Fields

You can create a new field or edit one of your existing ones to make them unique, as long as their type is one of the following:

  • Email
  • Phone
  • Text
  • URL

Note: You can only have one unique field per App.

To learn more about Fields and how to create them, please visit the following tutorial:
Fields

For the field types listed above, you will now notice a 'Unique' field.  Select 'Yes' and click Save to make this field Unique. 

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Note: If duplicated values already exist for the selected field, it won't be possible to set it as Unique. Remove all duplicated values first.

Next time you add a record, FreeAgent CRM will use this unique field to validate if another record with the same value already exists.

FreeAgent recommends employing Unique Fields as a best practice when importing data to an App, refer here for more information on Data Import.

Note: Once your Unique Field is setup you must use this instead of the record ID in your Data Import process.  If Unique Field is not enabled, continue with record ID.

Existing Duplicates

When you attempt to make a field 'Unique', FreeAgent CRM will validate the existing records of the App to make sure that there are no duplicates at the time. 

As soon as you hit the 'Save' button after marking the 'Unique' checkbox an error message indicating that duplicates exist and a window will show the duplicated values and how many of them exist.

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