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Duplicate Records

 

If you have records that are duplicates or otherwise redundant, you can merge them into a single record.

Several types of SmartOffice records can be merged, including contacts, businesses, advisors, policies, carriers and investments.

 

Check Your User Rights

Make sure you have the user rights and permissions you need to merge records:

  1. In SmartOffice Pro, click your name in the upper-right corner, and then select the Profile & Settings button .
  2. Under the User Accounts tab, click the User Rights content link.
  3. In the list of user rights, make sure the Enterprise View user right is not selected.
  4. Under Advanced Contact Management Features, select the Merge Contacts – Button user right if it’s not already selected.

  5. Under Advanced Advisor Management Features, select the Advisor Merge – Button user right (if you want to be able to merge advisor records).
  6. If you made changes, click the Menu button and select Save.
  7. Under the User Accounts tab, click the Permissions content link.
  8. In the Contact/Business row, select the Add, Modify and Delete options if they are not already selected. (If you want to merge advisors, select the same options in the Advisor/Agency row.)

  9. If you made changes, click the Menu button and select Save.

Merge a Contact with Another Contact in Your Database

Suppose you want to merge two contacts named David Elliot and Dave Elliot:

  1. Search for all contacts whose last name is Elliot (if you forgot how, see the Search lesson). You should see two contacts that are apparent duplicates: David Elliot and Dave Elliot.
  2. Check the box next to David Elliot, which is the better contact (i.e., the most accurate and/or complete contact).
  3. Click the Menu button and select Advanced Options > Merge Records.
  4. Select the Show search dialog box for random search option, and then click OK.
  5. In the search dialog box, type Elliot in the Last Name, First Name field, and then click Search. The Merge Records dialog box opens with Dave Elliot as the source contact and David Elliot as the target contact.
    • Note the conflicting fields listed under Conflicts. In this case, only the first name field conflicts between the two records. To overwrite the target value, you can check the box next to the source value; leaving the check box unchecked means you want to retain the target value. For this example, we'll leave the box next to the source value (Dave) unchecked.
  6. Click the Merge button to merge the records into a single David Elliot record.

Merge Two Contacts from a List

Suppose you want to merge two contacts named Abby Baker and Watson Baker:

  1. Search for all contacts whose last name is Baker.
  2. In the list of search results, check the boxes next to Abby Baker and Watson Baker.
  3. Click the Menu button and select Advanced Options > Merge Records to open the Merge Records dialog box.

  4. Note the following:

    • You can click the Swap button to change which contact is the “source” and which is the “target.” Data from the source record is copied to the target record.
    • The Conflicts section lists the fields that differ between the two records. By default, SmartOffice keeps target record values when merging. If you want a source record value to override a target record value, you can check the box for that value.
  5. Click the Cancel button to exit the Merge Records dialog box.

Merge Records of Different Types

SmartOffice Pro lets you merge two records of different types (e.g., a contact and a business record). Suppose you want to merge a contact, Ashley Sander, and as business, Tasty International.

  1. Do a blank Contact/Business search (if you forgot how, see the Search lesson).
  2. In the list of search results, check the boxes for Ashley Sander (contact) and Tasty International (business).
  3. Click the Menu button and select Advanced Options > Merge Records. Note the error message stating that contacts and businesses cannot be merged, and then click OK.
  4. Clear the check box for Tasty International so that Ashley Sander’s record is the only one selected.
  5. Click the Menu button and select Advanced Options > Convert to open the Conversion Options dialog box. This is where you can convert Ashley Sander’s contact record into a business record so that you can merge it with Tasty International (as described in the previous section).

Mass Merge Multiple Duplicate Contacts

  1. Open your user rights (see the beginning of this lesson) and make sure the Duplicate Record Reports - Side Menu and Mass Deletion user rights are enabled.
  2. In the side menu, click Utilities and select Duplicate Records to open the Duplicate Records dialog box.

  3. Select Duplicate Contacts if it is not already selected, and then click OK.

  4. When the list of duplicate contacts appears, select Menu > Mass Merge Duplicates. A dialog box grouping the duplicate contacts together appears.
  5. When the Merge Duplicates dialog box opens, review the list of contacts to be merged. Caution: When mass merging your own contacts, make sure you are not merging the contact records of two different people with the same name and address, such as a father and son or mother and daughter. If you need more columns to make sure, you can customize the column layout (if you forgot how, review the Lists lesson).
  6. Note that records marked Primary Record are target records, and those marked Merge with Primary are source records. If there are any conflicting fields, SmartOffice will automatically retain the primary record’s data. There is no way to select fields individually in a mass merge.
  7. Click Merge All.
  8. When the merge process is complete, note that the duplicate records list reloads, and the duplicate records disappear from the list. Tip: For performance reasons, the Mass Merge Duplicates command processes a maximum of 100 records. To merge more than 100 records, you can run the command repeatedly until all of your duplicates are merged.

View Deleted Contacts After a Merge

  1. In the side menu, click Utilities and select Deleted Records.
  2. Select Contacts/Businesses/Carriers, and then click Search.