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3.8. Walkthrough: I have multiple profiles for the same record - can they be merged?
When you find that you have duplicate record profiles, they can be merged into a single profile. Just follow these steps:
Merging Record Profiles
1. Run a search (using any method) that includes both records in its results.
2. Once you are on the results page, check the box next to the records to be merged. You can merge multiple records at a time, so if you ever find that you have 3 or more records for the same entity, you can merge them all at once.
3. Click the Merge Selected Records option on the right side of the page.
4. That will open up the merge window. From here, select the record that you want to designate as the primary record.
- The way that merging works is that the primary record will be retained, and any data, like contact info or transactions, from the other record(s) will be transferred to the primary. Once that data has been transferred over, the other record(s) will be deleted.
5. Click the Merge button.
Additional Merging Info
Be absolutely sure that records are duplicates for the same entity before merging, as a merge cannot be undone. Some situations where records can appear to be duplicates, but are not, include:
- A father and son have the same name, but their profiles may or may not have the proper suffixes (Jr./Sr.) selected.
- Two individuals may share a common first and last name
- Some organizations may have facilities in multiple locations that operate independently of each other.
If a merge is performed erroneously, the only way to return the records to their original state would be to create a new record for the one that was not marked as primary, and then copy data from the primary to the newly created record. If there were any transaction entries, you'll need to open those, and reassign them to the new record as well.