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Clerical Review

After running a matching algorithm, some paired objects may need to be manually reviewed to determine whether or not they are actual duplicates. An object is flagged for clerical review if its equality metric falls between the 'Clerical Review Threshold' and the 'Auto Threshold', as defined by the algorithm's golden record match action. It is subsequently placed into a workflow for review by an end user.

When configured for clerical review, a workflow allows users to easily review and confirm or reject potential duplicate objects.

For more information about the golden record match action, see the Configuring Golden Records documentation here.

Note: Items in a Clerical Review workflow are typically handled by data stewards.

Configuring a Workflow for Clerical Review

To configure a workflow that can handle clerical review, the following steps need to be followed:

  1. Create the workflow that will handle the clerical review. See Creating a Workflow in the Workflows documentation for more information here.
  2. Once configured, in the 'Workflow Variables / Attachments ' area of the workflow editor, click the 'Add' icon and select 'Add a Workflow Variable'. In the 'ID' field, enter 'MatchingAlgorithmID', then click OK.

  1. Under 'Edit' > 'Edit Workbench Views and Mappings', right-click the relevant view in the editor tab and select 'Add Column' > 'Component'. In the 'Component' dropdown selector, select 'DeDuplication'.

  1. After saving the workflow, navigate to the relevant matching algorithm. In the 'Match Action' area of the 'Matching Algorithm' tab, click the 'Edit Match Action' link. For the 'Clerical Review Step Workflow' parameter, click the ellipsis button (…) and choose the workflow you configured from the selector. Click Save to save changes to the algorithm.

  1. The next time the relevant match codes are generated and the matching algorithm is run, objects that fall between the 'Clerical Review Threshold' and the 'Auto Threshold' will be initiated into the workflow.

Working with Items in the Workflow via Workbench

To view any items placed into the workflow configured for clerical review, navigate to the STEP Workflow tab and expand the flipper for the appropriate workflow.

  1. Select the desired state to see which objects require a clerical review.

  1. To review an object, click the Duplicates button. A window will appear that lists all potential duplicates for the selected object and the equality metric for each pair.

Note: This can also be accessed via the 'Tasks' tab of the relevant object in Tree.

  1. To compare the selected object with one of its potential duplicates, click the Differences button. A window will appear comparing the attributes of each object. The user can confirm or reject that they are duplicates via the Confirm Duplicate and Reject Duplicate buttons.

Note: It is not recommended to perform any workbench clerical review actions on matches generated through a Merge Golden Record match action. Instead, these clerical review tasks should be handled in Web UI. For more information, see the Golden Record Clerical Review Task List section of the Web User Interfaces documentation here.

Clerical reviews can also be performed via workflows in Web UI. For use in a Merge Golden Record solution specifically, see the Matching and Merging in Web UI documentation here.

For more information on configuring a deduplication clerical review for Potential Duplicate and Link Golden Record solutions, see the Configuring a Deduplication Clerical Review documentation here.

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