Preventing Duplicate Contacts

This document explains the best ways to ensure that you prevent duplicate contacts

Document 5077  |  Last updated:  12/29/2016 MJY

Typically, you can prevent duplicate contacts in your database by doing the following three things.

  • Choosing the client, lender, and other contacts for each report from the drop‑down menus in the Order PowerView instead of typing the info into the form manually.
  • Regularly syncing your contacts with your XSite
If you need to more information on creating and managing contacts, click here.

The steps below outline the best ways to do each of these things.

Tip 1:  Explicitly Selecting the Client, Lender, & Other Contacts

As you begin each new order in WinTOTAL, you're taken to the Order PowerView. As you're filling out the order, take care to choose the Client, Lender, Bill To, Appraiser, and other contacts from the drop‑down menus provided in each field.

By typing the information directly into the form, you may inadvertently create duplicate contacts in your database. For instance, the contact in your database may be named "Michael Smith" but you may type "Mike Smith" into the Order PowerView. While these two are obviously the same individual, the difference in names may cause WinTOTAL to create a new contact labeled "Mike Smith" into your database, thus creating duplicates.

Tip 2:  Regularly Syncing Contacts in WinTOTAL with your XSite

Since WinTOTAL now has tight integration with your XSite, it's important to make sure that you have the same list of contacts in both places. To do that, it's important to synchronize the contacts list frequently. While you can do this manually, it's easiest to set WinTOTAL to do it for you.

  1. Right-click the Assistant icon in the lower right hand corner of the screen and click Show in the menu that appears.

  2. Find and click Aurora to XSite Sync in the list. Then, click Configure.

  3. Check the box to Enable Scheduling and then indicate a Daily or Weekly frequency.
  4. Schedule a time of day to sync contacts in WinTOTAL with your XSite and then click Save.
  5. Click Close in the a la mode Components window.

WinTOTAL will now ensure that your contacts lists are always in sync with each other.

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