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DATABASE CLEANUP REVIEW · Workflow idea

Keep one useful record when the same item appears more than once.

Review a selected database, compare records using a property chosen by its owner, and identify groups that may be duplicates. Keep one candidate available, show which records would be archived, and require an authorized owner to confirm the comparison before making changes. Archiving should remain recoverable; permanent deletion requires a separate decision.

Make it yours See how it works ↓
A Roman aqueduct taking shape from architectural sketch to marble.
A little structure. A clearer outcome.
Starts with
A database is ready for duplicate review
Produces
A proposed duplicate list with the selected matching value and record to keep visible for an authorized person.
Category
Reviews & approvals

01 / The starting point

A clear request.
A useful direction.

A collection selected by its owner for an authorized cleanup purpose

“Identify likely duplicate records by a chosen property and hold any archive or deletion action for owner review.”
An example request · Make it specific to your team.

02 / The work

5 tasks.
One useful outcome.

Helps a database owner find repeated entries and prepare a safer cleanup while preserving review of every affected record.

  1. Choose an owner-approved database and match property

    Confirm which collection is in scope and which property should be used to look for repeated entries.

  2. Review records with matching values

    Group possible duplicates and show the relevant details so a person can compare them in context.

  3. Select the record to retain

    Have the database owner confirm which entry is complete, current, and appropriate to keep.

  4. Prepare extra copies for reversible archiving

    List the exact records proposed for archiving and preserve a way to restore them if the match was mistaken.

  5. Approve changes before cleanup

    Require an authorized owner to approve every affected record; handle any permanent deletion only through a separate, explicit decision.

03 / The result

Something useful.
Something to build on.

A proposed duplicate list with the selected matching value and record to keep visible for an authorized person.

AmbactiWorkflow folio · 5 steps

Review and archive duplicate records

Reviews & approvals · Example outcome

The handoff

A proposed duplicate list with the selected matching value and record to keep visible for an authorized person.

Keep in mind

Matching values do not always mean records are duplicates, and archiving may affect people who rely on a page. Preserve the original records and context, restrict the review list, let the owner confirm which item is canonical, and require explicit approval before archiving. Do not permanently delete records as part of routine cleanup.

04 / Make it yours

Set the brief.
Set the standard.

A few choices shape the work around your team.

Select the database and matching property

Choose a specific collection and a stable property such as a title or address that the owner wants to compare.

Define how a canonical record is chosen

Set review guidance for incomplete, updated, or conflicting entries and route uncertain matches to a person.

Preserve recovery and access controls

Keep archives recoverable, limit access to cleanup results, and avoid exposing unrelated database contents.

Assign record owners and cleanup approvers

Name who confirms duplicates and who approves archiving or any separately considered deletion.

Put your next idea to work.

Start with your brief. Make the process your own.

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