Save as PDF

Managing and removing duplicate content in the Content Library

Overview

Keeping your content current and free of duplicates helps give you quick access to clean content and provides accurate content usage reporting. No matter the size of your organization, clean, duplicate-free content is essential in delivering best-in-class RFx responses.

The Deduplication report allows you to easily identify duplicate questions and/or answers so you can work through the duplicates to reduce them.

  • As a best practice, we recommend working through duplicate questions first then move on to duplicate answers.
  • Duplicate answers likely include lots of yes/no questions that won’t actually need detailed comparison and review.
  • While checking for duplicates, special characters (? + = - _ | , ' { } : ^ ( ) { } ; @ ! # $ < > % & . *) are ignored. That is, even if there is a special character in either the question or response, the content is still considered a duplicate.

You want to improve or maintain the health and hygiene of your Content Library content and ensure you are using the most up-to-date responses.

For a visual guide, refer to the Academy course Managing Duplicate and Similar Content in the Library.

Select the applicable tab for your edition of Responsive.

  • Managing and removing duplicate content

    1. On the Library page of the Content Library, click the Tools icon and select Deduplication (Q&A Pairs) to access the Duplicate report.
      view_similar3.png
    2. The Duplicate report displays the duplicate questions or answers and the number of duplicates. Each card shows the question, response, and how many duplicates currently exist. You can:
      Note: The question or answer must be an exact match to appear on the report.

      1. Search using keywords to find specific Q&A pairs.
      2. Use a saved search to find specific Q&A pairs.
      3. Filter for either duplicate questions or answers.
      4. Sort report results in ascending or descending order by duplicate count.
      5. View the number of duplicates for that questions or answer.
    3. Click the question to review its duplicates.
      • The primary question appears on the left of the screen, and the first duplicate appears on the right. Use the arrows at the top of the report to move through the duplicates.
      • As you scroll down, the right side of the screen also scrolls. You can see the differences between the two highlighted in red.
      • Use the Only show differences toggle to see only the differences between the two.
    4. You can:
      • Mark the primary question as a favorite.
      • Use the Undo and Redo buttons at the top of the screen to undo or redo your changes.
      • 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).
      • Manually edit responses for the primary question by hovering over the fields.
        • Click the Trash icon 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 the Edit icon to edit it.
      • Click the Trash icon at the bottom of the duplicate to delete it.
      • Click the Archive icon at the bottom of the duplicate to archive it.
      • Click the Hide icon at the bottom of the duplicate to hide it (it will not be deleted).
      • Click the up or down arrows so you can, for example, reorder multiple answers or comments.
      • Click Merge to merge the duplicates with the primary pair.
    5. To apply differences, hover over each field to view your options. You can:
      • Add: Add the field’s content to the primary field. Anything already in the primary field will not be overwritten. Anything you add will be marked in green.
      • Replace: Overwrite the contents of the primary field with the information in the duplicate’s field
      • Add as alternative: Add an alternate question to the primary.
      • Override existing: Override the primary question with the alternate.

    Bulk Merge

    You can also use the Bulk Merge feature to add all usage counts, attachments, moderators, flags, star ratings and tags from all of the duplicates to the primary pair.

    1. Click Bulk merge and select the types of information you want to merge into the primary pair and click Review Changes.
    2. Only the fields that were changed will be displayed. Do one of the following:
      • Click Apply changes and merge duplicates to keep the changes. If you choose this option your duplicates will be combined into the primary pair.
      • Click Revert changes to undo the merging process.

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

    Managing and removing duplicate content

    1. On the Library page of the Content Library, click the Tools icon and select Deduplication (Q&A Pairs) to access the Duplicate report.
      view_similar3.png
    2. The Duplicate report displays the duplicate questions or answers and the number of duplicates. Each card shows the question, response, and how many duplicates currently exist. You can:
      Note: The question or answer must be an exact match to appear on the report.

      1. Search using keywords to find specific Q&A pairs.
      2. Use a saved search to find specific Q&A pairs.
      3. Filter for either duplicate questions or answers.
      4. Sort report results in ascending or descending order by duplicate count.
      5. View the number of duplicates for that questions or answer.
    3. Click the question to review its duplicates.
      • The primary question appears on the left of the screen, and the first duplicate appears on the right. Use the arrows at the top of the report to move through the duplicates.
      • As you scroll down, the right side of the screen also scrolls. You can see the differences between the two highlighted in red.
      • Use the Only show differences toggle to see only the differences between the two.
    4. You can:
      • Mark the primary question as a favorite.
      • Use the Undo and Redo buttons at the top of the screen to undo or redo your changes.
      • 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).
      • Manually edit responses for the primary question by hovering over the fields.
        • Click the Trash icon 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 the Edit icon to edit it.
      • Click the Trash icon at the bottom of the duplicate to delete it.
      • Click the Archive icon at the bottom of the duplicate to archive it.
      • Click the Hide icon at the bottom of the duplicate to hide it (it will not be deleted).
      • Click the up or down arrows so you can, for example, reorder multiple answers or comments.
      • Click Merge to merge the duplicates with the primary pair.
    5. To apply differences, hover over each field to view your options. You can:
      • Add: Add the field’s content to the primary field. Anything already in the primary field will not be overwritten. Anything you add will be marked in green.
      • Replace: Overwrite the contents of the primary field with the information in the duplicate’s field
      • Add as alternative: Add an alternate question to the primary.
      • Override existing: Override the primary question with the alternate.

    Bulk Merge

    You can also use the Bulk Merge feature to add all usage counts, attachments, moderators, flags, star ratings and tags from all of the duplicates to the primary pair.

    1. Click Bulk merge and select the types of information you want to merge into the primary pair and click Review Changes.
    2. Only the fields that were changed will be displayed. Do one of the following:
      • Click Apply changes and merge duplicates to keep the changes. If you choose this option your duplicates will be combined into the primary pair.
      • Click Revert changes to undo the merging process.

Was this article helpful?

/