Find and Merge Duplicate Account (New web)

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Find & Merge Duplicate Accounts

Screen title: Find & Merge Duplicate Accounts Browser title: Find & Merge Duplicate Accounts Menu name (often): Duplicates 2.0 / Find Duplicates 2.0 Address: /duplicates/contact_duplicates/

Use this screen to find accounts/contacts that look like duplicates, choose how they were matched (filters), review matches, merge one-by-one or in bulk, mark pairs as “never merge,” delete a false match, and export the duplicate list.

Navigation: People Icon Hover →Find & Merge Duplicate Accounts

Find & Merge Duplicate Accounts

How to open this screen

Option A — Main menu

1. Sign in to CallProof.
2. Open Duplicates 2.0 / Find Duplicates 2.0 (label may vary).

Option B — Direct address

1. Go to your CallProof site and add /duplicates/contact_duplicates/.
2. Press Enter.

Option C — Dashboard Quick Links

1. Some dashboards include Find Duplicates 2.0 under Quick Links / video or help menus.

Permissions

• You must be signed in.
• Typically used by managers / admins cleaning data; availability depends on company menu settings.
• While a duplicate analysis is running or queued, you cannot change match filters until it finishes.
• Bulk merge runs as a background job and shows a progress bar on the row.
• Export runs in the background and emails you when ready (also listed under Exports).

What you see on the screen

Header

• Title: Find & Merge Duplicate Accounts
• Filter button (tooltip: Filters Applied) — choose match rules and re-run analysis

Main table

Column	What it shows
Contact Company Name	Avatar + company name (open/edit company or account)
Address	Full address; linked Contacts (people) when present
Phones	Phone list with type; call icons when Twilio is enabled; Show more / Show less if many phones
Actions	Duplicate count, Merge (bulk), progress bar if merge is running, Show Duplicate Contacts

Empty state

• No duplicate contacts found — no open matches (or analysis not finished / filters found none)

Pagination / Export

• Use the paginator when there are many master accounts with duplicates.
• When results exist, an Export control appears with pagination (Export Duplicate Contacts).

Why Filter, Show, Merge, Never Merge, and Delete matter

Action	Purpose	When to use it
Filters / Update	Choose what makes two records a “match,” then run (or re-run) analysis.	After imports, or when you need phone-based vs name/address-based matching.
Show Duplicate Contacts	Open the list of suggested duplicates for one master account.	Review before merging; fix false positives.
Merge (per pair)	Side-by-side compare; pick Keep vs Discard for each field; combine history into one record.	Careful cleanup when both records have useful data.
Merge (bulk on row)	Schedule merging all open duplicates into the master account in the background.	Many clear duplicates for one company; you accept automated combining.
Never Merge	Keep both records; hide this pair from future merge lists.	Same company name but truly different locations/customers.
Delete Match	Remove only the duplicate suggestion (not necessarily the account itself).	Bad match you do not want listed, without merging.
Export	Download/email a duplicate contacts report.	Offline review or manager audit.

How matching works (simple)

1. You (or an admin) set Filters (for example company name, address, phone, email, account number).
2. CallProof runs a duplicate analysis (scheduled job).
3. While it runs, filters are locked with a note that analysis is scheduled.
4. When done, this list shows master accounts that still have open duplicate suggestions (not marked Never Merge).
5. You review, merge, never-merge, or delete matches.

Tip: Re-running analysis asks for confirmation because current results will be lost and rebuilt.

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Filters (match rules)

Filters

Click the filter button. Popup title: Filters.

Typical filter options

Exact labels come from your company’s duplicate filter options. Common rules include:

Filter key (system)	Plain meaning
Company name	Match on company/account name
Company address	Match on address
Company phone	Match on company phone
Company email	Match on company email
Contact phone	Match on contact/person phone
Contact email	Match on contact/person email
Account number	Match on account number
Contact number	Match on contact number

Check the options you want CallProof to use when finding duplicates.

If analysis is already scheduled

• A note appears: a duplicate analysis is scheduled and you cannot change filters right now.
• Wait until the run finishes, then update filters if needed.

Steps — update filters and re-run

1. Click the Filter button.
2. Check the match rules you want.
3. Click Update.
4. Confirm: “Are you sure you want to re-run the analysis? All your current results will be lost.”
5. Wait for the analysis to complete, then refresh/review the list.

Review the main list

File:DuplicateAccountsList.png

Duplicate accounts list

1. Open the screen.
2. For each row, read company name, address, phones, and how many duplicates it has.
3. Use show more / show less on phones when needed.
4. Click company/address links to open the account if you need full context.
5. Choose Show Duplicate Contacts or Merge (bulk) as needed.

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Show Duplicate Contacts

Show Duplicate Contacts

Purpose: See each suggested duplicate for one master account, including why it matched (filter name).

What each duplicate row shows

• Company name of the duplicate
• Match reason in parentheses (filter name)
• Person/account name and address links
• Actions: Delete Match, Never Merge, Merge

Steps

1. On a list row, click Show Duplicate Contacts.
2. Review each suggested duplicate.
3. If there are more than about 10, click Show More to load additional matches.
4. Click Okay when finished, or continue into Merge on a row.

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Merge one pair (side-by-side)

Merge comparison

Purpose: Combine two accounts carefully. Green = Keep; red/unselected style = Discard for that field. History from the duplicate (calls, notes, phones, etc.) is moved onto the kept master where applicable.

Address pattern: /duplicates/contacts/<duplicate_match_id>/merge/

Comparison fields (examples)

You pick Contact1 (master) or Duplicate for each field, including:

• First / Last Name (when not in Accounts/People mode)
• Company
• Contact Type (Account Type)
• Address, Address2, City, State, Zip, Country
• Latitude / Longitude
• Email, Website
• Account
• Title (Accounts/People mode)
• Invoice
• Last Contacted
• Custom Fields
• Phone Numbers and Additional/Company Emails (shown for both sides)

Legend: Keep vs Discard.

Steps

1. From Show Duplicate Contacts, click the Merge icon on a pair.
2. Review Contact1 vs Duplicate side by side.
3. For each field, select the radio for the value you want to Keep.
4. Click Merge.
5. CallProof merges that pair; the UI may move to the next duplicate in the list.
6. When finished, the list refreshes.

Caution: Merging combines records. Prefer Never Merge if they are not the same customer.

Bulk Merge (all duplicates for one master)

Bulk Merge

Purpose: Schedule a background job to merge all open duplicates for that master company into it.

Address pattern: /duplicates/contacts/<master_contact_id>/bulk_merge/

Steps

1. On the main list Actions column, click Merge (merge icon + “Merge”).
2. A Merge Scheduled message summarizes which companies will merge into the master.
3. Confirm with Ok.
4. The row shows: “*Background job scheduled for this contact*” and a progress bar.
5. Wait for the bar to reach 100%; then refresh/review remaining duplicates.

When to use bulk: Many obvious duplicates for one account. When not to: Mixed true/false matches — use Show Duplicate Contacts and merge or Never Merge one by one first.

Never Merge

File:NeverMergeDuplicate.png

Never Merge

Purpose: Mark this pair so CallProof stops suggesting them as duplicates.

Address: /duplicates/contacts/<duplicate_match_id>/never/

Steps

1. Open Show Duplicate Contacts.
2. Click the Never Merge (warning triangle) icon on that pair.
3. The pair is saved as never merge and drops out of open duplicate results.

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Delete Match

Delete Match

Purpose: Remove the duplicate match record from the suggestions list (Match deleted).

Address: /duplicates/contacts/<duplicate_match_id>/delete/

Steps

1. Open Show Duplicate Contacts.
2. Click the Delete (trash) icon — title: Delete Match.
3. The suggestion is removed from the list.

Note: This deletes the match suggestion, not necessarily the underlying account. Use account Delete on Accounts if you intend to remove an account entirely.

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Export Duplicate Contacts

Export Duplicate Contacts

Purpose: Schedule a duplicate contacts report. When finished, you get an email; the file also appears under Exports.

Address: /duplicates/duplicate_export/

Steps

1. When the list has results, open Export from the pagination area.
2. Read the Schedule message (processing may take time for large sets).
3. Click Export (or Cancel).
4. If an export is already running, wait until it finishes before starting another.
5. Open the emailed link or Exports when complete.

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Tips and important notes

• Workflow: Set Filters → wait for analysis → Show Duplicate Contacts → Merge / Never Merge / Delete Match (or Bulk Merge when safe).
• Re-running filters rebuilds results — confirm only when you are ready to lose the current list.
• Never Merge is best for “same name, different customer.”
• Bulk Merge is powerful — use after spot-checking a few pairs.
• Progress bar means a background merge is still working; avoid starting conflicting merges on the same master.
• Phones and history move onto the kept account during merge so you do not lose call/SMS/task trails when possible.
• Empty list after a successful cleanup is expected; empty list before any analysis may mean filters/run have not produced matches yet.

Need help?

• No duplicate contacts found: run/update Filters and wait for analysis to finish
• Cannot change filters: analysis is scheduled/running — wait until done
• Wrong matches: Delete Match or Never Merge; adjust Filters and re-run
• Merge stuck: wait for progress bar / background job; refresh the page
• Export unavailable: finish any in-progress export first; check email and Exports
• Other issues: email support@callproof.com