Detecting Duplicate Requests

You can use matching rules to automatically detect potential duplicate requests that are submitted within a specified time frame. These rules check for matching web form fields, which can be customized to detect requests submitted by the same email address, last name, ID number, etc.

Important:

Your web form fields must exactly match the Parameters listed on the Duplicate criteria screen for the duplicate request detection to work. For example, your web form field must say Email instead of Email address and Last Name instead of Surname.

To enable the setting

  1. On the Global Settings menu, select Duplicate criteria. The Duplicate criteria screen appears.

  2. Enable the setting Enable custom duplicate request detection.
    Note:

    This will override the default rule based on email addresses.



  3. For Set time frame, enter the number of days from the request creation that OneTrust will check for potential duplicates.
    Note:

    When a request is created OneTrust will scan all requests over the past 365 days to look for duplicates based on the criteria provided.

    The default time frame for scanning is 365 days. This can be increased or decreased for a customized view.



  4. For Set matching rules, enter the specific form fields that will be checked for duplicate requests. Use the Add icon button to add more form field parameters.
    Important:

    When you apply multiple parameters, all parameters in combination will be used to define duplicates.

    For example, if you enter parameters of Email and Name and the requestor changes their name but uses the same email, the request would not be flagged.



  5. Click the Save button. Any requests submitted during the set time frame with matching fields will be flagged as potential duplicate requests in their respective Data subject request details screen.
    Note:

    For more information on managing duplicate requests and rejecting requests, see Managing Duplicate Requests and Rejecting a Request.