Merge Duplicates en Masse | Scribe

    Merge Duplicates en Masse

    • Caitlin Lee |
    • 18 steps
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      This guide thoroughly covers merging duplicates but there is additional, useful information provided in the following EveryAction help video/articles: - [How to: Merge duplicate contact records](https://help.everyaction.com/s/article/2835322-merging-duplicate-contact-records) - [Bonterra CRM: Understanding Duplicates and Data Hygiene Tutorial](https://help.everyaction.com/s/article/2984241-video-duplicates-and-data-hygiene) - [Fundamentals: Understanding contact record matching](https://help.everyaction.com/s/article/record-matching-and-duplicates)

      Define a pool of profiles

      1
      Click CREATE A NEW LIST.
      2
      Under the SUPPRESSIONS drop down, click REMOVE ALL SUPPRESSIONS.
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      You can further narrow the contacts here, but it's fine to keep it open to the full database if you're doing a basic clean up.
      3
      Click PREVIEW MY RESULTS.
      4
      Click RUN SEARCH.

      Search for duplicates

      5
      Click DUPLICATES.
      6
      Select SEARCH FOR DUPLICATES, and click NEXT.
      7
      Select the fields that need to match for a potential duplicate to show up for review.
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      There are 2 different options to Search Across: - All Contact Records: Compare contacts in the current active list to all contacts in the database - Use case: This is useful when you need to compare contacts across the entire database to check for duplicates - The Active My List: - Use case: This is useful when you need to check/compare contacts that are currently being worked on, ensuring consistency and accuracy within that specific list.
      8
      In this screenshot, FIRST NAME and LAST NAME must match. EMAIL is also being added as a requirement.\ \ First Name, Last Name, and Email are common criteria for duplicate identification since people are likely to have the same first & last name but not likely the same email too.
      9
      Click SEARCH.
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      If the search finds any potential matches, the resulting number will show up at the top of the page. This screenshot shows 18 potential duplicates as a result of those search parameters.

      Review potential duplicates

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      Start by reviewing the profile to make an informed guess on whether these two profile are indeed the same person or organization. - If you're sure they are not the same, click MARK AS NOT DUPLICATE. This will mark the profiles so next time they do not come up as a potential match. - If you're unsure, click SKIP. - If they are the same, continue on to the next step.
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      Merging duplicates ensures all data from BOTH profiles ends up on the final profile. The one exception to this is when a field can ONLY accept one answer. Watch out for the orange warning sign. These indicate that the section includes a field where there are more than one answers, and one must be chosen.
      12
      Start by looking at the left-hand menu. This divides a profile's data up into sections. The sections that have a yellow warning sign are the sections that need attention.
      13
      The DATE ACQUIRED field on the CONTACT INFORMATION section will always require review because each profile has a date and time associated with the contact. ALWAYS choose the earliest date/time combo. The system should default to the earliest date/time, still, it's good to check.