When we retrieve the applications that are on their first or only stage, we need to do a duplicate check. It will bring the screen you were mentioning. Those are suggestions and actions that need to be performed. For example in the following one which is for Organization records:
The list of all the organizations that are being added or links to organizations already in the system will appear. You will be able to check the box (black colored frame in image above) to choose what you want to do with them. You can let the system create a new record or chose from the suggestion in the dropdown (red colored frame in image above). If you have an existing record and you don’t see the record in suggested dropdown, you can search for it by clicking the icon in blue colored frame in image above. When happy, then you can check the update checkbox and hit the little triangle beside it (green colored frame in image above). It will allow you to override certain information on that record. You can choose which ones.
The same for contacts.
The duplicate check is based on some algorithms that we are NOT able to modify:
Organization: based on tax id and address
Contact: based on name and phone number
When duplicate check is done, there will appear two little checkmarks beside the application in that window. For stage two, they come with this already, because they were already duplicate-checked in their first stage.