Work with Duplicate Search records

Once Oracle Safety One Intake 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 in your Oracle Safety One Intake environment. Moreover, your administrator has not configured Oracle Safety One Intake to automatically accept cases as initial from the source of the new record.
• For PDF, DOC, and DOCX files: the data of the incoming documents requires no review.
• Oracle Safety One Intake 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
• Create New Record
• Duplicate Search
• Merge Follow-up

To handle a record associated with this task, you work in the Duplicate Search dialog, which automatically populates with the data the Oracle Safety One Intake system has already identified. To adjust the search for duplicates, you can select, deselect, or modify the fields as necessary.

For more details on the fields available in the Duplicate Search dialog, see Duplicate Search Dialog Box Fields in the Oracle Argus Interchange User's Guide.

The search results include a matching score, where a higher score means a better match.

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.

Whenever you accept an incoming record as initial, Oracle Safety One Intake 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 dialog, select or deselect the fields you would like to use to perform the duplicate search. For more information on this task, see Search for duplicate reports in the Oracle Argus Safety User's Guide.
4. In the Results section of the Duplicate Search dialog, perform one of the following:
   • If no duplicate has been found, select Accept ICSR.
   • Modify the search criteria and search again.
   • If duplicates have been found, you can select Accept ICSR as Follow-up. You can also select View Differences to compare details before that.
   • Select Reject ICSR. The system will then prompt you to re-authenticate. Once you have done so, you will be prompted to add a justification.
   Once you have performed one of the above, the intake record will no longer be present in your Intake Worklist.