Flows Duplicate Search Setting

This step allows you to configure the rule to process duplicates when creating an action on the data's linked app.

This article contains the following sections:

• What is the Duplicate Search Setting?

• When is the Duplicate Search Setting available and how can I access it?

• Duplicate Search Options
  • Do not check for duplicates, always create a record
  • Do not create a record if a duplicate is found
  • Update an existing record if a duplicate is found, otherwise create a record
  • Update record if a duplicate is found

What is the Duplicate Search Setting?

The Duplicate Search Setting in Knack Flows allows you to control how duplicates are handled within your workflows. This setting ensures that your Flows remain accurate by checking for duplicate entries, and it helps avoid unintended duplicates during repetitive actions.

Options include:

• Do not check for duplicates, always create a record
• Do not create a record if a duplicate is found
• Update an existing record if a duplicate is found, otherwise create a record
• Update record if a duplicate is found

When is the Duplicate Search Setting available and how can I access it?

You will find a search icon button within your action steps when this setting is available:

Duplicate Search Options

Let's take a closer look at the different options you have when configuring this setting:

• Do not check for duplicates, always create a record: With this option, Flows will not check for an existing record in the destination linked app that matches the one being submitted. Consequently, a request to create a new record will always be initiated.
  • It's important to note that this approach may lead to errors during record creation if the uniqueness of the data is not adequately maintained.
• Do not create a record if a duplicate is found: With this option, Flows will actively search the target linked app for any duplicates. If it detects existing data that matches the specified fields, the integration will halt, preventing the creation of a new record.
  • To effectively implement this and similar scenarios, it is essential to define the specific fields that will be used to identify duplicates. Commonly, fields such as phone numbers and email addresses are utilized, as they typically remain consistent for customers and are less likely to change.
• Update an existing record if a duplicate is found, otherwise create a record: This option actively searches for an existing record and, upon finding one, updates its fields accordingly. 
  • By selecting this configuration, you can establish specific rules for updating fields within the record. For instance, consider a scenario where an order is placed through an online store, and a duplicate contact is detected. In this case, you have the flexibility to update the "Recipient address" field, allowing for a different address to be specified for the delivery of goods. 

    • To implement this functionality, it is necessary to define the fields that will be used to identify duplicates. If no duplicates are found, a new record will be created as per the defined workflow.

• Update record if a duplicate is found: If a duplicate is detected, the existing record will be updated. If no duplicate is found, a new record will not be created.
  • This option is particularly useful for organizations that need to monitor changes in contact information and maintain synchronization across multiple systems.
  • To utilize this feature effectively, it is important to specify the fields that will be used to identify potential matches.