# Checking for duplicates in the registry

This task is useful during the audit and harmonisation phase as it helps to identify duplicate entries within the Aristotle registry. By removing duplicates, the registry becomes more accurate and reliable, which is important for ensuring compliance with regulations and maintaining data integrity. The two-step process outlined in this task can help streamline the audit and harmonisation process, ultimately saving time and resources.

1. Extracting the metadata using the report builder
2. Using Excel to check for duplicates.

### Metadata Report Builder

The metadata report builder is a feature that is integrated into Aristotle's registry platform, designed specifically to provide administrators with the ability to generate detailed reports on the metadata stored within the registry. This feature is intended to provide administrators with a comprehensive overview of the metadata, including its quality and relationships with other metadata elements stored in the registry.

1.  You can access the report builder in the Toolbox in the header dropdown.



    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2Ff8E8Ub94Fr49JM4Oem4a%2Fimage.png?alt=media&#x26;token=516aab0e-9b4b-4ac3-9e4d-5983cd5219ef" alt=""><figcaption></figcaption></figure>
2.  Scroll down to Metadata Reports section and click on 'Go to metadata reports'.

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2Fr6K7ROQNr5sGqqLC4Nhk%2Fimage.png?alt=media&#x26;token=653530bd-f8c2-4fde-8000-a691e83691fc" alt=""><figcaption></figcaption></figure>


3.  Select 'New Report' to generate a new report.

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2F4svylIoflDTdiqYlAxfU%2Fimage.png?alt=media&#x26;token=981a858e-c2bd-42da-b4a0-0c12540ed77e" alt=""><figcaption></figcaption></figure>


4.  You will need to select a Stewardship Organisation. You can select the type of metadata for which duplicates need to be checked in the registry.

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2FvTknHL1b1WQvLMJKKjxJ%2Fimage.png?alt=media&#x26;token=832a9db0-9099-4556-b787-fd4c263d9e31" alt=""><figcaption></figcaption></figure>
5.  Select the model you are trying to find duplicates for. For example, if you are trying to find duplicates of Object Classes select 'Object Class' from the dropdown.&#x20;

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2Fq56VU3wPofOvcb0vUif5%2Fimage.png?alt=media&#x26;token=7cce3204-eb4d-42ab-aad2-d1965beaa4c5" alt=""><figcaption></figcaption></figure>
6.  In the 'Add columns' section, you will need to drag and drop the id and name of the metadata type from the Item fields in the left hand column.&#x20;

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2FEy9xKhf4I36Z8ChJhGio%2Fimage.png?alt=media&#x26;token=335aa74d-7d1b-4d80-9af6-5ca5715452fe" alt=""><figcaption></figcaption></figure>
7.  You can also add filters, these can be dragged from the left hand 'Item fields' column.&#x20;

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2FtEyD7pMrtwplMVfFPJ2e%2Fimage.png?alt=media&#x26;token=e97beca4-ca56-403c-b3f8-9a3da211a16a" alt=""><figcaption></figcaption></figure>
8.  Once done, select 'generate report' to view the report. You can download all the items related to that metadata in Excel or a CSV format.

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2FNmtEUubG0kiIcpmTq11N%2Fimage.png?alt=media&#x26;token=084b869d-708c-4a59-9d07-0fc15e641dce" alt=""><figcaption></figcaption></figure>

    ###

### Checking for duplicates in Excel

1.  You can select the column which contains the 'name' of the metadata.

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2FqYFrXSetbSymfxdHTWEF%2Fimage.png?alt=media&#x26;token=a34f12eb-67da-4577-9f58-995fe784d541" alt=""><figcaption></figcaption></figure>


2.  Under the Home tab in the Excel, navigate to the 'conditional formatting' feature. From the list, select 'Highlight cells rules' and click on 'Duplicate values'.

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2FHBMPmMvKwLK4Ruxxft5h%2Fimage.png?alt=media&#x26;token=0dd03b43-3871-4d17-a1ea-12c46d181194" alt=""><figcaption></figcaption></figure>


3.  Click 'OK' to reflect the changes to the selected column.

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2F19fG3rNjvoozVzZGAvFl%2Fimage.png?alt=media&#x26;token=4a301ba8-a736-4e21-a31d-a3ad7470be3d" alt=""><figcaption></figcaption></figure>


4.  The next step is to filter the rows that has highlighted the duplicated values. To do so, navigate to the 'sort & filter' feature under the Home tab. Click on 'Filter' from the drop down list.

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2FdGFGBE5UxYg1Iqstamcl%2Fimage.png?alt=media&#x26;token=d0a77979-dd79-453a-bba3-f3b8738309cd" alt=""><figcaption></figcaption></figure>
5.  You will notice that the filter is now applied to the column.

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2FPSEO3HGROhTmeuTMFY3A%2Fimage.png?alt=media&#x26;token=6957b190-98e5-4b8f-a4f2-4263ba9309f5" alt=""><figcaption></figcaption></figure>


6.  You need to filter on 'Sort by Cell Color' to get the list of highlighted duplicate values.

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2F2DChlkRSRfiu3NR1cZpx%2Fimage.png?alt=media&#x26;token=d319fa59-6068-4172-9817-faa7b7476edf" alt=""><figcaption></figcaption></figure>
7.  You will now have the list of duplicate values.

    <figure><img src="https://1464151032-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FIXci0eiRxXA0UhVYnwA2%2Fuploads%2FLwsoS1G1d7tqTCTBRUlV%2Fimage.png?alt=media&#x26;token=7e5b1272-ee07-4845-b05e-1cca503324e7" alt=""><figcaption></figcaption></figure>

You can merge this metadata using the 'Metadata merger' tool. Click here to learn how to use the [Metadata Merger Tool](https://help.aristotlemetadata.com/metadata-merge-tool/how-to-set-up-rules-in-the-merger-tool).&#x20;
