Permanent control for duplicates & Merge two persons

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Permanent control for duplicates & Merge two persons

Permanent control for duplicates

When adding a new person to your genealogy, you may risk creating a duplicate, that is to say, create two distinct persons for the same ancestor. Heredis provides a tool, available in all entry fields for indi­viduals, to avoid creating a person already saved in your file. Heredis will control for duplicates at all times during the entry of data; but the importing of data from other genealogists, or a moment of inattention may create duplicates. This powerful tool is essential for maintaining an impeccable gene­alogy file. Research and verification is carried out in one click. The results are clearly displayed and indicate the probability of duplica­tion.

Info • For even more pertinence, Heredis includes in the list of poten­tial duplicates, those persons already entered bearing a variant of the name you typed.

Search for duplicates in the file

The search for duplicate identifies persons entered several times in the genealogy file. The permanent control indicates possible duplicates as you tip but duplicates can be made because of an import file or an unguarded moment.
1. Choose Find > Find Duplicates… or click Duplicates on the toolbar.


PC’s Search for duplicates

2. Select your search criteria:

  • for comparing the given name:
    • Ignore: the search will consider only surnames,
    • At least one of the Given Names is identical: a person whose given names are all included in the given names of another individual with the same surname will be considered as a potential duplicate,
    • The First Given Name is identical: an individual with the same surname and the same given name as another individual will be considered as a potential duplicate,
    • Tick the box One Given Name of One parent is identical: a person whose given names are all included in the given names of another individual with the same surname will be considered as a potential duplicate

  • for comparing events:
    • Ignore Events:  the search will consider only given names and surnames,
    • Dates Strictly identical:  when an event has been detected and assumed to be an identical date, it must be displayed exactly in the same way in both files (Birth about 1801 and 01/1801 may not be considered as two identical events),
    • Years Strictly identical: when an event has been detected and assumed to be an identical year for the event, it must be identical in both files,
    • Define a Range of Years:  if you do not require exactly the same dates as the criterion for comparison, indicate how many years from a date to be tolerated for considering two events as identical If you specify range as «10», events that took place 10 years before or after another event may be considered as potential duplicates.

  • for comparing surnames: Tick the box Limit to a surname and its variants to limit the search integrating this criterion. Click then on the magnifying glass to select the required surname.

3. Click Start Search

The list of all potential duplicates identified in your genealogy is dis­played. A person may appear several times in the list if there are sev­eral possible duplicates.

By clicking an individual, you display in the lower part of the column a summary of information concerning this person and in the right column his/her potential duplicates. By clicking on one of them, you display opposing summaries of the two selected persons.

You can use the following options for dealing with duplicates:

  • Delete a person: it removes the selected individual in the left column of the screen if you consider that the duplicate is adequate and you do not need to merge them to obtain additional information.
  • Mark Duplicates: all the supposed duplicates matching your criteria for comparison are marked. Then just check and delete the marked individuals if you wish.
  • Edit Duplicates Report: all the supposed duplicates matching your criteria for comparison are printed in the form of an alphabetical list. Just check this list to delete all required individuals.

After selecting an individual and his/her duplicate, you can of course prepare the merger of the two.

You may check it out in the summary of the information about the persons concerned to check the information. If there is indeed a duplicate, merge the two individuals by selecting the most appropri­ate information on the Find Duplicates screen. If the two individuals are distinct, Heredis allows you to tick the Not a duplicate check box so they no longer may appear as potential duplicates at a later moment.


2. Enter a full or partial name or just the first letter, to limit the search for duplicates to only a part of the persons in your genealogy and shorten the search time.

3. Click Find

The list of all potential duplicates identified in your genealogy is displayed. A person may appear several times in the list if there are several possible duplicates.

MAC’s Search for duplicates

  • Click the headers of the First Person or Second Person columns to sort out their names.
  • Click the header of the Pertinence column to sort duplicates in ascending/descending order.
  • Click the header of the Not a Duplicate column to group proposals you have rejected.

4. Refine the search result.

Use the filters offered to narrow the list of potential duplicates displayed by relevance or by type. Check the number of results dis­played in the toolbar after filtering.

To locate a person in the list: enter the surname or given name, in whole or in part, in the search field. Heredis will display all relevant persons, either in column A or column B.
To view the results by pertinence: Choose the number of stars assigned to the results from the pop-up menu. To display all the per­sons, select 1* and +; to show only results with a high probability, select 4* and +.

To redisplay the results already treated: You have already begun to search for duplicates detected by Heredis? If you ticked a couple of persons as not being duplicates, you can redisplay them if you change your mind.

Select Not a Duplicate Persons Only in the menu, or select All and click the header of the Not A Duplicate column.

In the Add or Choose… screen

With the first letters typed in the Surname or Given Names fields, you see, in the Matching Persons column, the list of individuals already entered who may match the person. Step by step, as you enter new letters, the list of duplicates is updated.

In the Family Group Data tab

When you type in one of the fields of this screen, the full name of a person already entered, the Enter New Data icon (gray arrow) turns red . Click this icon to see a list of individuals who may correspond to the person.

Family Group Data

Check if a proposed person is in fact a duplicate

Select the person from the Matching Persons list or check in the Summary panel. Here you have more information for more effective comparison.
If it appears that the person you wish to create already exists, select him/her from the Matching Persons list and click the Choose but­ton. This will cancel the creation of a new person, and thus avoids a duplicate in your genealogy.
If you do not find a duplicate, continue.

Merge two persons

If you find a duplicate in the genealogy file (the same individual entered twice), merge the two persons to get a single person with all the information recorded.

Merge the primary person with another person

1. Display one of two supposed duplicates as the primary person.
2. Choose Person > Merge with Another Person… or click the Merge button on the toolbar.

 PC Results of search for duplicates


MAC Results of search for duplicates

3. Select one of the potential duplicates proposed by Heredis.
If there are no duplicates proposed by the software,
• pull down the menu and select (PC)Choose another Person; (MAC) All Persons
• enter a surname and/or a given name to search for corresponding persons throughout your genealogy file.
4. Click Prepare Merger.

Merge as a result of a search for duplicates

1. Start a search for all duplicates in the file.
2. Select the pair of individuals that are obvious duplicates in the list of potential duplicates.
3. Click Prepare Merger.

Select the data to be merged

Review carefully all the data in the merge screen to retain all relevant information.

(MAC) Organize the Merge screen

The Merge screen contains four columns: the Fields Column, one column for each of the two duplicates, the Merged Person column presenting the data to be stored.
Move the columns by clicking on the headers and dragging with the mouse to the desired location.

Select the data to be retained

Review carefully the Merged Person column.
The orange(MAC) or pink (PC) fields require your arbitration. To indicate what data should be saved, click the item to keep.
Heredis automatically transfers to the merged individual the identical data or data that is contained in one only of two individuals. This data is displayed in green (MAC) or blue (PC).
When data is not to be saved, it is displayed in red (MAC) or pink (PC). You can click again on the heading to select it for transfer to the merged person.
Some fields allow you to retain both the data of person A and person B, such as given names, occupation or notes. To remove any merged data, click the item to be deselected.
Certain other items cannot be added, such as signature or family status. To change the data retained for the merged person, click the data stored to deselect it or click the data not to be retained to replace it with the other data.
Events and families may be selected or deselected in their entirety. Click the header of the event or the family to change its status. The color of the data changes.

Info • Remember to allow color codes to help you.

Merging duplicates for PC 

  • Pink = Heredis was unable to arbitrate, click one of the two per­sons to specify what data to keep and the data will be lost.
  • Blue = The data will be stored in the merged person.

Merging duplicates for MAC 

  • Orange = Heredis was unable to arbitrate, click one of the two per­sons to specify what data to keep.
  • Green = The data will be stored in the merged person.
  • Red = The data will be lost.
    When you are sure of your selection, and the Merged Person column no longer contains orange fields, click Merge.

Check the merged person

Heredis open the Immediate Family tab of the merged person.
If you were still in the Search for duplicates screen, you can continue the fusion of new duplicates.
1. In the Immediate Family tab, check that the merged person has the right persons as parents, spouses and children.
2. Click the Personal Data tab to check all the information retrieved. Remember to click each event to check notes, sources, witnesses, media.
3. Click to verify the different families, and the identity of the spous­es.

MAC Info • If you are unsure and want to undo the merger, choose File > Revert to Saved.