Find Duplicates With Duplicate Search
The Duplicate Search tool helps identify potential duplicate contacts by comparing selected contact criteria. Once duplicates are identified, users can review the records and merge them together as needed.
What to Expect During a Merge
What Information is Retained?
In most cases, the selected Primary Record will retain:
- Account Number
- Contact Name
- Primary Email Address
- Primary Phone Number
- Core profile details such as birthday, employer, college, and salutations
If the duplicate record contains information that does not exist on the primary record, some additional details may also carry over during the merge process.
What Information Combines During a Merge?
The following record types are combined into the final merged contact:
- Gifts
- Pledges
- Memberships
- Contact Groups
- Donor Interests
- Relationships
- Documents
Additional addresses or phone numbers from the duplicate record may also carry over as secondary contact information.
Important Note About History Records
Some history/activity items, such as mailing history, may not combine into the final merged record. Because of this, we recommend reviewing important history and activity records after completing a merge.
Best Practices Before Merging
Before merging duplicate contacts, we recommend:
- Confirming which record should remain the Primary Record
- Reviewing important profile information on both records
- Verifying key history or activity records after the merge is completed
How to Use Duplicates Search
Important: Merging records is permanent and cannot be undone. Proceed with caution!
-
Click on your profile icon on the upper right-hand side. Then select 'Tools'.
- Then select 'Merge Contacts / Duplicate Search'.
- Select the fields you wish to compare and specify the number of characters to match (if applicable). Then, click Check for Duplicates.
- Here is an example:
- Here are the results for the example above. You now have the opportunity to review potential duplicates. Some results may not be relevant but matched your search criteria. If you identify any records that should be combined, select Merge.
- Once you click the Merge button, you will be prompted to choose the primary record—the one that will be retained at the end with all of the combined data.
- Make your selection, and it will open for review. If everything looks good, click Save. If you change your mind or selected the wrong record, click Close to try again.
- NOTE: The name from the Primary Contact will be kept. Addresses, phones, emails and gifts will be combined into the retained record.
- The page will refresh, and the merged duplicates will no longer appear. Continue merging additional records as needed.
- You can verify the records you've merged by performing a Contact Search.