> For the complete documentation index, see [llms.txt](https://learn.withessential.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://learn.withessential.com/customers-and-work/contacts/review-possible-duplicates-while-creating-records.md). # Review possible duplicates while creating records When you create a customer, property, or contact, Essential can show a compact orange alert for existing records worth reviewing. On full pages, it floats near the form's lower-right edge without adding space above the fields, and briefly shakes once when it first appears. The shake is skipped when you prefer reduced motion. In dialogs, the alert sits above the new contact's name fields and stays still. Select **View matches** to see supporting details. The alert is informational: it helps you compare records, and it never stops you from saving. It does not merge, delete, move, or grant portal access to anything. Select **View existing customer**, **View existing property**, or **View existing contact** beside the external-link icon to open that record in a new tab. Your form stays open with its draft. When two rows in the same form overlap, **Review draft row** takes you to the other row. Customer and contact warnings need supporting details. A contact is checked against contacts belonging to the selected customer. A similar name, shared email inbox, or shared phone alone does not establish that two records are the same. Checks account for common formatting differences, such as a full state or province name versus its abbreviation, or a full contact name entered in the first-name field. Some small name typos or appended job titles can also surface when other contact details agree. Review the linked record before deciding whether to create another. For properties, **Same address** describes address overlap. Different properties can share an address, including separate buildings or accounts at one site. Review the names, owners, and address details and create a separate property when appropriate. Missing unit details and matching address text receive different messages so you can judge what is known. Use **Collapse** to return to the one-line alert, the **×** button to dismiss it, and **Show checks** to bring the compact alert back. A dismissed alert stays dismissed until you change identifying details or the matching records change. The alert never blocks saving. Select **Save** whenever you are ready, whether or not you opened, reviewed, or dismissed it, to create a separate record. Existing role choices, notes, custom fields, and other draft details remain part of the save. Checks run a moment after you stop typing. Saving does not wait for a check to finish, so review the alert before you select **Save** if you want to compare records first. If checks cannot finish, the alert says they are unavailable; expand it to find **Retry checks**. You can save without retrying. A completed check with no findings means no likely matches were found from the available details; it does not guarantee uniqueness. When creating a customer with many contacts or properties, checks include all entered rows and compare them with one another. Large forms may take longer to check. If only some checks finish, any discovered matches remain available and the alert explains that checking is incomplete. When adding recipients to a quote, invoice, receipt, subscription, inspection report, or work acknowledgment, **Save to contacts** opens a contact row. Checks appear as you fill the row. You can inspect linked contacts and hide the panel while continuing to prepare recipients. Sending and recipient choices continue to follow the document's normal workflow. Existing contacts and email addresses that you do not save as contacts do not receive creation warnings. > **Where to find it:** **New** in the top bar → **Customer**, **Property**, or **Contact**; **Scheduling** → visit editor → Contacts → **+ Add contact**; document recipient fields → **Save to contacts** ## Related guides * [Create a customer](/customers-and-work/customers/create-a-customer.md) * [Create a property](/customers-and-work/properties/create-a-property.md) * [Creating a contact](/customers-and-work/contacts/creating-a-contact.md) * [Contact roles explained](/customers-and-work/contacts/contact-roles-explained.md) --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. 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