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Introduction to Odoo Data Cleaning

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Odoo Data Cleaning keeps a database accurate by removing duplicate records, archiving or deleting outdated ones, and standardising how text fields such as names and phone numbers are formatted.

How to install the Data Cleaning modules

  • Data Recycle (data_recycle): available on Odoo Community, lets you archive or delete outdated records.
  • Data Cleaning (data_cleaning): Enterprise only, enables field formatting across records.
  • Data Cleaning (merge) (data_merge): Enterprise only, detects and merges duplicate records.

Additional app-specific modules can also be installed for features like CRM or Helpdesk deduplication.

How to deduplicate records

  1. Go to Data Cleaning > Deduplication to see groups of similar records based on your rules.
  2. Choose a master record to keep, or leave Odoo to pick one automatically, then click Merge.

Groupings you do not want to merge can be discarded, and reviewed later using the Discarded filter.

How to create a deduplication rule

  1. Go to Data Cleaning > Configuration > Deduplication and create or edit a rule.
  2. Choose a Model, an optional Domain to filter eligible records, and a Merge Mode (Manual or Automatic).
  3. Add at least one Unique ID Field with a matching condition, such as Exact Match or Case/Accent Insensitive Match, then save and activate the rule.

Rules run automatically once a day by default, but can also be run manually at any time.

How to recycle outdated records

  1. Go to Data Cleaning > Recycle Records to see records flagged for archiving or deletion, and click Validate to apply the action.

Create a recycle rule under Configuration > Recycle Records to automatically flag records after a set period, for example leads that have been lost for more than a year.

How to clean and format fields

  1. Go to Data Cleaning > Field Cleaning to review suggested formatting changes, and click Validate to apply them.

Field cleaning rules can trim extra spaces, adjust text case, format phone numbers to an international format, or strip HTML down to plain text, and can run automatically or require manual approval.

The Merge Action Manager

With Developer mode enabled, go to Data Cleaning > Configuration > Merge Action Manager to control which models show a Merge action in their Actions menu.

Frequently asked questions

Which Data Cleaning modules are free on Community edition?

Only Data Recycle, which lets you archive or delete outdated records, is available on Odoo Community; field cleaning and deduplication merging need Odoo Enterprise.

What happens if I don’t choose a master record before merging duplicates?

Odoo picks one of the similar records at random to act as the master that the others are merged into.

Need help?

Need help setting up data cleaning rules in Odoo? Contact support@thoughtlogik.com or see our Odoo implementation services.

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