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Managing and Removing Duplicate Content in the Content Library

Overview

Admins and content owners need to keep their content current and free of duplicates. This gives users quick access to required content and helps provide accurate reporting on content usage. No matter the size of your organization, clean, duplicate-free content is essential in delivering best-in-class RFx responses.

The Library Duplicate report allows you to easily identify duplicate questions and/or answers for any executed search. You can then work through the duplicates to reduce them. As a best practice, we recommend working through your duplicate questions, and then your duplicate answers. Duplicate answers will likely include lots of yes/no questions that won’t actually need detailed comparison and review.

Removing duplicates to maintain the health and hygiene of your Content Library content and ensure you are using the most up-to-date responses.

Select the applicable tab for your edition of Responsive.

  • Reviewing Duplicate Content

    Click the Tools icon  on the Library tab, and then select Deduplication.

    The Duplicate report shows the duplicate questions or answers and the number of duplicates. The question or answer must be an exact match to appear on the report.

    1. Search for keywords to find specific Q&A pairs
    2. Use a saved search to find specific Q&A pairs
    3. Specify if you are looking for duplicates in questions or answers
    4. Sort report results in ascending or descending order by number of duplicates
    5. The number of duplicates for that question or answer

    Click the question to review the duplicates. The Compare and Merge dialog box appears. Close the dialog box. The primary question appears on the left of the screen, and the first duplicate appears on the right. Differences between the two are highlighted in red. Click the Only show differences toggle to see only the differences between the two. Use the arrows to move through the duplicates. You can add comments to the duplicate. Click Swap with Primary to make the displayed duplicate the primary pair–the previous primary pair will become a duplicate.

    You can edit responses for the primary question. Hover over the fields to see the icons you can use to edit the contents of the field. For example:

    • Click the Trash icon to delete the information in the field, or the Edit icon to edit it.
    • Click the up or down arrows so you can, for example, reorder multiple answers or comments.

    Use the Undo and Redo buttons at the top of the screen to undo or redo your changes.

    Anything you add will be marked in green.

     

    As you scroll down, the right side of the screen also scrolls. You can see the differences between the two highlighted in red.

    You can also edit the primary pair by moving content from the duplicate into it. Mouse over the field to see the options:

    • Add: Add the field’s content to the primary field. Anything already in the primary field will not be overwritten
    • Replace: Overwrite the contents of the primary field with the information in the duplicate’s field

     

    Click the Hide button at the bottom of the screen to hide a duplicate. It will not be deleted.

    Click the Delete button to send the duplicate to the Trash, where it will be kept for 30 days. You can restore to the Content Library by clicking the Trash button at the bottom of the page.

    Click Merge to merge the duplicates with the primary pair.

    Bulk Merge

    You can also use the Bulk Merge feature to add all the Usage Count, Attachments, Moderators, Flags, Star Ratings and Tags from all of the duplicates to the primary pair.

    Select the types of information you want to merge into the primary pair and click Review Changes.

    Only the fields that were changed will be displayed. Click Apply changes and merge duplicates to keep the changes or Revert changes to undo the merging process.

    Your duplicates have been combined into the primary pair.

  • Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

    Reviewing Duplicate Content

    Click the Tools icon  on the Library tab, and then select Deduplication.

    The Duplicate report shows the duplicate questions or answers and the number of duplicates. The question or answer must be an exact match to appear on the report.

    1. Search for keywords to find specific Q&A pairs
    2. Use a saved search to find specific Q&A pairs
    3. Specify if you are looking for duplicates in questions or answers
    4. Sort report results in ascending or descending order by number of duplicates
    5. The number of duplicates for that question or answer

    Click the question to review the duplicates. The Compare and Merge dialog box appears. Close the dialog box. The primary question appears on the left of the screen, and the first duplicate appears on the right. Differences between the two are highlighted in red. Click the Only show differences toggle to see only the differences between the two. Use the arrows to move through the duplicates. You can add comments to the duplicate. Click Swap with Primary to make the displayed duplicate the primary pair–the previous primary pair will become a duplicate.

    You can edit the primary question. Hover over the fields to see the icons you can use to edit the contents of the field. For example:

    • Click the Trash icon to delete the information in the field, or the Edit icon to edit it.
    • Click the up or down arrows so you can, for example, reorder multiple answers or comments.

    Use the Undo and Redo buttons at the top of the screen to undo or redo your changes.

    Anything you add will be marked in green.

     

    As you scroll down, the right side of the screen also scrolls. You can see the differences between the two highlighted in red.

    You can also edit the primary pair by moving content from the duplicate into it. Mouse over the field to see the options:

    • Add: Add the field’s content to the primary field. Anything already in the primary field will not be overwritten
    • Replace: Overwrite the contents of the primary field with the information in the duplicate’s field

     

    Click the Hide button at the bottom of the screen to hide a duplicate. It will not be deleted.

    Click the Delete button to send the duplicate to the Trash, where it will be kept for 30 days. You can restore to the Content Library by clicking the Trash button at the bottom of the page.

    Click Merge to merge the duplicates with the primary pair.

    Bulk Merge

    You can also use the Bulk Merge feature to add all the Usage Count, Attachments, Moderators, Flags, Star Ratings and Tags from all of the duplicates to the primary pair.

    Select the types of information you want to merge into the primary pair and click Review Changes.

    Only the fields that were changed will be displayed. Click Apply changes and merge duplicates to keep the changes or Revert changes to undo the merging process.

    Your duplicates have been combined into the primary pair.

     

     

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