Work with Duplicate Search records

Once Oracle Safety One Argus has associated the Duplicate Search task with a record, as an intake processor, you need to manually handle that record and determine whether it is an initial case or a follow-up.

Understand why a record has been flagged as Duplicate Search

The Duplicate Search task is associated with a record in one of the following scenarios:

• For files compliant with the E2B standard: the system has found no matches among the existing cases or intake records in your Consolidated Intake environment. Moreover, your administrator has not configured the agency to automatically accept cases as initial from the source of the new record.
• For PDF, DOC, and DOCX files: no extraction errors were detected so additional review is not required.
• Oracle Safety One Argus has accepted the incoming record as initial, but the system has encountered an error.

The duplicate search function is available for records associated with the following tasks:

• Review Record
• Manual Intake
• Duplicate Search
• Merge Follow-up

To handle a record associated with this task, you work in the Duplicate Search interface, which automatically populates with the data Safety One Argus has already extracted. To adjust the search criteria for duplicate resolution, you can add or remove the fields as necessary using the Select Columns feature.

You can use the Optimize date search toggle to apply receipt date range limits to the results. For more information on how searching on receipt range works, refer to Receipt range—fields descriptions in the Oracle Argus Safety User's Guide.

The search results include a matching score, where a higher score means a better match. Clicking the score number in the search results opens the Score Details drawer over the interface, displaying the comparison of the fields for the selected match to the incoming record and identifies the type of match that was made.

Note:

If the Score column is not visible for your results, smart search may not be enabled. Contact your administrator for more information about the smart search feature. The Smart duplicate search topic in the Oracle Argus Safety User's Guide has more information.

Whenever you accept an incoming record as initial, Oracle Safety One Argus creates a new case. Conversely, whenever you accept an incoming record as follow-up, its data will be added to an existing case. Whenever you accept an incoming record as follow-up, you may also be prompted to hold the record. For more details, see Using the On Hold Worklist

1. Make sure you are on the Intake Worklist. For more info on navigating to the Intake Worklist, see Navigating.

   Tip:

   You may also access records from the Intake Monitor. For a list of all available views and charts, see Monitor records as a workflow manager.
2. Select the ID of the record you would like to start working on.

   Alternatively, you may also tick the box of the record you wish to work on, select Expand Details, then Start Work.

3. In the Duplicate Search interface, enter any additional search criteria.
4. To view the Intake Form for the incoming record, select Review Record from the Actions menu. To view attachments for the incoming record, select View Attachmentsfrom the Actions menu.
5. Click Search to perform the duplicate search. Selecting Search (With Like, Soundex) performs a search that uses fuzzy matching to produce the results.
6. After performing a duplicate search, you can perform any of the following actions:
   • Conduct additional filtering using the search field above the results.
   • Modify the search criteria and search again. You can also use the Reset Search Criteria option from the Actions menu to clear the existing duplicate search fields and start over.
   • Select Confirm Initial to create a new case if no applicable duplicate records are found. A case number is displayed in a dialog box after successfully creating the new case. If there aren't any additional validation errors, you are prompted to complete the Accept Record Justification dialog.

     Note:

     Depending on your configuration, you may be prompted to re-authenticate before completing the Accept Record Justification dialog.
   • If duplicates have been found, you can use Merge Follow-up to merge the incoming record with one you have selected from the search results. After selecting Merge Follow-up you are taken to the Merge Follow-up interface.
   • Select Reject Record from the Actions menu. The system may prompt you to re-authenticate. Once you have done so, you will be prompted to add a justification.
   • You can export the duplicate search results list in .csv format. Select Export Results List from the Actions menu to trigger the download in your browser.