Identify & manage duplicate contacts
This guide has been reviewed against our global client base and classed as relevant to all regions
Available from version 12.176
If the same phone number and/or email address is entered on more than one contact record, it will be flagged as a potential duplicate via the contact record - details of potential duplicate record(s) can then be viewed
A potential duplicate record can also be marked as a legitimate duplicate and a reason for this stored
Where configured, a user can choose to merge selected duplicates and/or restore previously merged records
This guide covers:
The ability to merge selected duplicates and/or restore previously merged records is a configurable option for Enterprise customers
To request one/both of these options to be enabled on your system, click here to contact Reapit Support
Identify & view details of potential duplicates (inc. how to ignore a potential duplicate alert)
1. Potential duplicate alert on contact record A potential duplicate is identified when at least one phone number and/or email address is detected on more than one contact record On contact record:
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2. View details of potential duplicate(s) The Merges/Duplicates button displays the number of potential duplicates the contact currently has, click the button to display more details On contact record:
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3. Mark duplicate a legitimate duplicate / ignore duplicate contact When a contact has been flagged as a potential duplicate, an option to ignore the duplicate may be available - choosing to ignore a duplicate contact prevents the contact record from being flagged as a duplicate On contact record:
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4. Remove ignored duplicate When a potential duplicate has been set to ignore (as outlined in section 3), this can be removed On contact record:
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Merge duplicate contacts (where configured)
1. Access potential duplicates On contact record:
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2. Merge contact(s) with the current contact From Merges & Duplicates screen:
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3. Merge history The History tab of the Merges & Duplicates screen shows details of any merged-in contacts to the currently selected contact |
Restore previously duplicated contacts (where configured)
1. Access previously merged contact record(s) On contact record:
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2. Restore contact records From Merges & Duplicates screen:
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Instances where a contact cannot be merged
Merging cannot be carried out when the contact: |
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Instances where a merged contact cannot be restored
Restoring a previously merged contact is not possible if any of the activities listed below have taken place since the contacts were merged The activities in question that will prevent the contact merge from being restored are listed and apply when the contact: |
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Frequently asked questions
What information is moved to the main contact record?Once merged, the following information from the merged-in contact will be visible on the main contact record: ID Check information, notes/journal entries and roles (i.e. applicant, vendor, tenancy, etc.) |
I need to merge two contact records with two different Key Contacts - who becomes the Key Contact once merged?The Key Contact for the contact where the merge was performed will be kept |
I want to merge two contacts but they have different names - what happens to the two names?The name for the contact that the merge was performed on will be used |
If I merge two contacts - do all the journal entries from the merged-in contact get pulled across too?Most notes/journal entries are pulled across from the merged-in contact to the contact being used to initiate the merge |
Can I merge contacts that belong to other offices?Yes, if your system security permits it - for example, if a company has no security restrictions around accessing or merging other offices records, then the user will get access to merge all contacts that are available to be merged |
Can I report on contacts that have been merged?Not through Power Reports but you are able to find main/merged contacts through notes in the Activity Feed or the History tab of the Merges & Duplicates screen, as seen in section above titled: Restore previously duplicated contacts (where configured) |
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