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15.5. Merge

The "Merge" tool can be used to combine duplicate records in the database into a single record. Note that this process is not reversible.

Using the "Merge" tool to merge duplicate records.

 

Setting Your Criteria.

The Matching Options section of this page will allow you to select the criteria you want to use to search for possible duplicates. Based on the selections you make here, records have matching information will be pulled to the results of the search. 

First, start by selecting whether you want to search for duplicate individuals or organizations. After that, you'll have different record information options such as last name, address, etc. that you can use to search for possible duplicate records. Check the box next to a data point to add it to your search criteria.

The Match # field will allow you to enter an amount of characters if you also want your search to include partial matches, while the fields like First Name will allow you to enter a specific data point if you are searching for records for specific info.

The Filters section gives you some date range options. You can search based on when a record was created, or based on the date range of a record's transaction history. 

The Matching Universe Options section will give you some more specific, misc. options,  such as only searching for records with transactions, or with transactions over a certain amount.

 

Managing Your Results.

Once you have all of your search criteria set as desired, click the Fetch Records button. The next page will display all of the results that match with your search criteria. From here, you can via all of the records' info, or click on the name of the record to view a full profile if desired. The Column Options drop-down will also allow you to add more info if there are additional fields you want to view on this screen.

In the bottom right corner, you'll see a Download/Export button, so you can view all of the search results in a spreadsheet, if desired.

If you decide to merge any of the records in the results, you'll need to select them by checking the box next to each record to be merged (you can click the box at the top to select all). Once you have records selected, a few more options become available:

• Bulk Non Duplicate: this option will indicate that the selected records are not duplicates, and they should be excluded from future Merge Tool searches.
• Bulk Merge: This option will allow you to merge the selected records based on a one of three options.
  • Primary: If you click the Primary button on the far right side for one of the selected records, this option will retain that record, while the others' info are merged into it. If you do not have a Primary selected, a message will open to prompt you to select one.
  • Most Recent: This option will merge using the most recently created of the selected records as the primary.
  • Oldest: This option will use the oldest record as the primary.