Duplicate Detection Settings

Last updated 26 days ago

You can set defaults for how duplicate detection behaves in Settings → Duplicates. These apply to every project you own.

Keep mode

Keep mode decides which copy becomes the Original — the one RedactBox recommends you keep when a group is detected. You can still change the selection manually inside the wizard.

  • Smart pick — recommended
    Keeps whichever copy has the most text and attachments. This is usually the most complete version, since emails often lose content as they're forwarded, quoted, or
    replied to. The right default for most workflows.

  • Keep newest
    Always keeps the copy with the most recent date. Useful when you want the latest version of a thread and don't care about attachments.

  • Keep oldest
    Always keeps the earliest copy. Useful for compliance workflows where the original send date is what matters.

Changing this reassigns the Original across every unresolved group in your projects, so the wizard will immediately reflect the new choice. Already-resolved groups are left alone.

Auto-approve the kept original

When resolving duplicates, mark the kept original as Processed (ready for export).

  • Off (default): The kept copy stays in its current state. You approve it yourself later, the same way you approve any other email.

  • On: The kept copy is marked Processed the moment you resolve the group. You can still override per action from the inline popover — tick or untick Also approve the original before clicking Resolve duplicate.

Turn this on if you trust the keep mode and want one-click resolve-and-approve. Leave it off if you review each email manually before approving.

When to change the defaults

  • Legal / compliance exports: Keep oldest, auto-approve off. Earliest record plus a manual review step.

  • Large cleanup jobs: Smart pick, auto-approve on. Fastest way through thousands of groups.

  • Mixed mailboxes (sent + inbox): Smart pick, auto-approve off. Smart pick handles the "which copy has the attachment" problem; manual approval keeps you in control.