Closing Exceptions

Manual Closing

In rare instances where a break cannot be resolved in your source system it may be necessary to manually Close or Force close the exception. Close allows you to close out a single occurrence of a break, whereas Force-close closes out the current occurrence of a break as well as all future occurrences.

The ability to perform these actions is dependent on the user having either the Exceptions closer or Exceptions Force-closer process-level permissions (or both).

It is possible to manually Close an exception in Duco which is Under review. This option can be found on the Workflow menu, although, as mentioned above, is only selectable for users with the Exceptions closer permissions assigned to their account.

The same menu also contains the Force-close button

Exceptions that have been manually closed using either will appear in a dedicated Closed bucket. 

The Latest activity column in the results bucket will clearly show which type of close action has been taken.

Spreadsheet reports for the process clearly indicate where an item has been Closed.

If necessary, an option is available to Reopen items that have been closed.

Force Closing

You should note that Force Closing an item will impact its future matching behavior. In the case of force closed partial-matches, any resubmitted records (as identified by tracking) will automatically be paired again. They will not be matched against any other records, regardless of whether an alternate pairing could return an improved match score. In the event that one of the records in a forced closed partial-match is not present in a subsequent run, the other present record will not be matched with any other record. So in effect by force closing the item you are instructing Duco how the item should be matched, overriding the matching engine.

Auto-Closing

It is also possible to automate the closure of items by configuring Auto-Close Exceptions on the Exceptions Workflow screen under the Settings menu. With this featured enabled, Duco will close any exceptions that reoccur in subsequent runs. Later exceptions then replace the originals, and any comments or labels applied will be retained and applied against the later exception. 

Record Tracking must be enabled, to use this feature.

Limit auto-close to occurrences in the previous run only

The Auto-Close function is applied when records in the current run are associated (based on the record tracking logic) with occurrences from any historical runs. However, there are scenarios, typically with full population intersystem reconciliations, where users only want to auto-close (and therefore continue the aging) if the current occurrence of the record is associated with a record in the previous run only.  

This can be configured by checking Limit Auto-close to occurrences in the previous run only. 

Note that this change only impacts the auto-close logic, and tracking will continue to work as normal.

Using this setting can also improve the performance of runs as the system has to evaluate less historical data when executing the auto-close logic. 

Auto close unmatched items within tolerance

You can also automate the closure of new exceptions by defining a tolerance for a specific field, and instructing Duco to automatically close any unmatched items that fall within this tolerance. Note that you are limited to selecting a single field and that is only applicable for records that are sitting in the unreviewed status.

Workflow Rules for Auto-Closure

Under the Settings menu, the Workflow Rules page is where you can define rules that direct automated exceptions handling. One of the options available here is to have a rule that automatically sets the status of an exceptions based on conditions that you define. This includes the ability to create a rule that sets an exception's status as Closed. So if we imagine here that we have some know typos in the Symbol field that are not going to be resolved downstream any time this year, then we might use this rule: