Getting duplicate records created despite matching search criteria.

[Debbie_Benkovic]

Hello all,

We have an automation set up through Zapier that searches for a record and updates the record if it finds it and creates a new one if it doesn't. The problem I am having is that duplicate records are being created that match the search criteria. I am unsure why and where to look for the issue (Work Flow: Jot Form to Zapier to Airtable).

Additionally, if anyone has a fix for a dupe record created because there is an extra space in the field (where and how can I strip it out or make it part of the search criteria)

Attached are my search criteria (with a fictional test person) in Zapier and the ID in Airtable.

Thanks for any suggestions.

[Saravanan_009]

Verify Unique Search Criteria in Zapier: Ensure the search step in Zapier uses a unique field (like an ID or email) to find records.

Trim Extra Spaces: In Zapier: Use the "Formatter" app to trim extra spaces from fields before searching.

In Airtable: Create a formula field using TRIM({Field Name}) to remove extra spaces.

Check Automation Settings: Make sure the automation is set to "Find or Create" correctly, creating a new record only if none is found.

Review Trigger and Logs: Check that the automation isn't being triggered multiple times and review Zapier logs for issues.

By following these steps, you can prevent duplicate records and handle extra spaces effectively.

[Debbie_Benkovic]

Thanks for the Reply Saravanan!

I did not set up the Zap just troubleshooting it but it has only recently been creating dupes of exact matches and nothing has changed so I'm at a loss. I am learning a lot but not super Zapier savvy yet. There is a unique search criteria and I believe the Find or Create setting is set up correctly. I looked at the logs and didn't see the same step repeated. I will look in to the formatter app for the spaces. Thanks.
I am not familiar with the Formatter App. I will look it.

[TheTimeSavingCo]

For the existing duplicates, maybe the dedupe extension could help: https://support.airtable.com/docs/dedupe-extension

Hmm, it's difficult to help troubleshoot this without access to the data.  If you're able to replicate this with test data and provide access to that I'd be happy to take a look at it for you.  Does it create dupes of exact matches every time now?  Or does it only happen sometimes?

[Debbie_Benkovic]

Thanks for your reply. I have been finding the dupes because I use the dedupe extension and I am seeing them. I did a little research, see below. It may be difficult to show you all the data because The flow goes from Jot Form to Zapier into Airtable. There are a lot of fields. According to what I can tell, Zapier is set up with the right parameters and the find/create is set up properly. I am stumped on where to search.

Since 8/15 there have been 12 entries:

8 have exact match for First Name, Last Name, DOB

2 have an extra space

1 has cap vs lower case

1 did not dupe.

[Saravanan_009]

It sounds like you're on the right track with troubleshooting the Zap. The Formatter App in Zapier can help you handle issues like extra spaces in fields, which might be causing the duplicate records. If you’re unfamiliar with it, it allows you to modify text, numbers, dates, etc., within your Zaps. For instance, you could use a text action to trim any extra spaces before performing the search.

If the issue persists even after ensuring the spaces are handled, it might be worth revisiting the search criteria and logs in more detail or considering reaching out to Zapier support for further insights.

[TheTimeSavingCo]

Ahh, the one that didn't dupe complicates matters.  I was hoping everything was duping as that would point at a larger issue, which would be easier to troubleshoot.  Sorry, I can't help!

[Debbie_Benkovic]

TheTimeSavingCo

I think I was wrong about that one not duping. I resolved all of the dupes this morning and just went in and all new files that came through today were duplicated. You seem to think you may have an idea if this was the case.

[TheTimeSavingCo]

Ah, nah, it was a general observation: it happening to every submission makes it a lot easier to troubleshoot as compared to it happening only to some of them

Sorry for the confusion!