Duplicate applications

Sometimes one applicant submits twice, or two applications describe the same project under slightly different names. Each grant round has a Duplicates tab that groups these possible duplicates so you can decide which one to keep. Grant and Application are your organisation's own terms if you've renamed them.

Before you start

• You need Can access Funding Applications to see the tab and act on its groups.
• To change the round's duplicate detection settings, you also need Can access Grants.

Duplicate detection settings

Open the round and select the Duplicates tab. Duplicate detection at the top holds four settings for this round:

• Same applicant in this Grant — on by default. A second submission from the same applicant is grouped with their first as soon as it arrives.
• Similar names — applications whose titles or applicant names read alike are grouped when you scan.
• Similarity threshold (%) — from 50% to 100%, 85% by default. Pairs at least this alike are grouped.
• Show duplicate flag to assessors — off by default. When it's on, assessors see Possible duplicate on the application, and nothing about the other one.

Select Save detection settings. If someone else saved the settings first, Backed says so and shows their version.

Scan for duplicates

Select Scan for duplicates. The scan runs in the background and new groups appear on the tab as it finds them. A large round can take a few minutes; select Refresh to look again. A scan groups up to 5,000 similar pairs at a time, the most alike first, so in a very large round scan again to continue where it stopped.

Work through the groups

Show lists the Open groups first. Choose Resolved, Dismissed or All groups to see the others. Each group shows why it was raised (Same applicant, or Similar names with the similarity), when it was found, and each application's number, title, applicant, similarity and role: Candidate, Primary or Archived as duplicate.

• Keep one. Choose the application to keep, then select Mark primary. If you haven't chosen one, Backed asks you to. The others are archived as duplicates: they leave the default applications lists and are left out of assessment. Their applicants see no change.
• Not duplicates. Select Dismiss and confirm. Every application stays as it is, and no later scan groups these pairs again.
• Undo an archive. Select Restore beside an archived application. Restoring one reopens its group: the primary becomes a candidate again, and any other archived application stays archived until you mark a primary again.

If someone else resolved or dismissed the group first, Backed says so and shows where it stands.

Possible duplicate on lists and applications

An application in an open group shows Possible duplicate on its page, with Review on the Duplicates tab. An archived one shows Archived as duplicate and the day it was archived. In the applications lists, add the Duplicate column under Columns to see the same marks. Archived duplicates are hidden from the lists unless you choose them under Archived duplicates in Filters.