Difference between revisions of "Duplicates"

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Path: [[Callproof Support]] - [[Website]] - [[Navigation Bar]] - [[Home]] - [[Duplicates]]
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Path: [[Callproof Support]] - [[Website]] - [[Duplicates]]
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= Duplicate Accounts =
 +
Allows users to identify duplicate accounts based on configurable matching rules, review duplicate pairs, remove false matches, prevent future merges, merge individual duplicate accounts, or merge all duplicates for a master account.
 +
 
 +
'''Navigation:''' '''Home''' → '''Tools''' → '''Find Duplicates 2.0'''
 +
 
 +
{| class="wikitable"
 +
! Role !! Access
 +
|-
 +
| Logged-in User || View duplicate analysis results.
 +
|-
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| Manager || Access Duplicate Accounts from the top navigation and perform duplicate management actions.
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|}
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== Find Duplicates ==
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Duplicate analysis must be completed before duplicate accounts can be viewed.
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[[File:DuplicateContactIndex.png|250px|thumb|right|Duplicate contact Index View]]
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 +
# Log in.
 +
# Open '''Find Duplicates''' (<code>/duplicates/schedule_run/</code>).
 +
# If you browse directly to <code>/duplicates/contact_duplicates/</code> before analysis has been run, you are redirected to the Find Duplicates page.
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# Under '''Schedule''', select one or more matching rules:
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#* Company Name
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#* Company Address
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#* Company Phone
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#* Company Email
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#* Contact Phone
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#* Contact Email
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#* Account Number
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#* Other available matching options
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# Click '''Find Duplicates'''.
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# Wait until the duplicate analysis finishes.
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# When complete, open <code>/duplicates/contact_duplicates/</code>.
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'''Notes'''
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* While duplicate analysis is running, the page displays '''Filter analysis in progress'''.
 +
* Running duplicate analysis again clears the current results after confirmation.
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<div style="clear:both;"></div>
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== Duplicate Accounts List ==
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Each master account displays:
 +
 
 +
* Company Name
 +
* Address
 +
* Phone Numbers
 +
* People
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* Number of duplicate accounts
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 +
Available actions:
 +
 
 +
* Pagination
 +
* View Filters Applied
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* Change Filters
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* Schedule Duplicate Export (CSV)
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 +
'''Notes'''
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* Changing filters automatically schedules a new duplicate analysis.
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* Filters cannot be changed while an analysis job is running.
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 +
== Show Duplicate Contacts ==
 +
<div style="float:right; margin:0 0 1em 1em;">
 +
 
 +
{| style="border:0;"
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| [[File:ShowDuplicate.png|250px|thumb|Click the Show Duplicate Contacts >>>]]
 +
| [[File:ShowDuplicateView.png|250px|thumb|Show Duplicate Contacts]]
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|}
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 +
</div>
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# Click '''Show Duplicate Contacts >>>'''.
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# A dialog displays duplicate records associated with the selected master account.
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# Each duplicate displays:
 +
#* Company
 +
#* Contact Name
 +
#* Address
 +
#* Matching rule
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# Up to ten duplicates are displayed initially.
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# Click '''More >>>''' to load additional records.
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# Close the dialog to return to the Duplicate Accounts page.
 +
<div style="clear:both;"></div>
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 +
== Available Actions ==
 +
 
 +
{| class="wikitable"
 +
! Action !! Description
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|-
 +
| Delete Match || Removes only the duplicate match relationship.
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|-
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| Never Merge || Prevents the selected pair from appearing in future duplicate lists.
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|-
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| Merge || Opens the field-by-field merge screen.
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|-
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| Merge All || Schedules a background merge for every duplicate under the selected master account.
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|}
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 +
== Delete Match ==
 +
Delete Match to remove a false pairing from the results without deleting either contact, if the match was wrong but both records should remain.
 +
<div style="float:right; margin:0 0 1em 1em;">
 +
 
 +
{| style="border:0;"
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| [[File:ShowDuplicate.png|250px|thumb|Click the Show Duplicate Contacts >>>]]
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| [[File:DuplicateDelete.png|250px|thumb|Duplicate Delete]]
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|}
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</div>
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 +
Use when the duplicate is a false positive.
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# Open '''Show Duplicate Contacts'''.
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# Click the '''Delete Match''' (trash) icon.
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# Confirm the action.
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 +
'''Result'''
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* Displays '''Match deleted'''.
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* Only the duplicate relationship is removed.
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* Both contacts remain in CallProof.
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* The pair may appear again after a future duplicate analysis if it still matches.
 +
<div style="clear:both;"></div>
 +
 
 +
== Never Merge ==
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Never Merge to permanently hide a pairing that looks similar but must stay as two separate accounts.
 +
Use when two similar records should never be merged.
 +
 
 +
<div style="float:right; margin:0 0 1em 1em;">
 +
 
 +
{| style="border:0;"
 +
| [[File:ShowDuplicate.png|250px|thumb|Click the Show Duplicate Contacts >>>]]
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| [[File:NeverMerge.png|250px|thumb|Never Merge]]
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|}
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 +
</div>
 +
# Open '''Show Duplicate Contacts'''.
 +
# Click the '''Never Merge''' (alert) icon.
 +
# Confirm the action.
 +
 
 +
'''Result'''
 +
 
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* Displays '''Never merge saved'''.
 +
* The duplicate pair is permanently excluded from duplicate results.
 +
* Both contacts remain unchanged.
 +
<div style="clear:both;"></div>
 +
 
 +
== Merge Duplicate Contact ==
 +
 
 +
Use when two records represent the same account.
 +
<div style="float:right; margin:0 0 1em 1em;">
 +
 
 +
{| style="border:0;"
 +
| [[File:ShowDuplicate.png|250px|thumb|Click the Show Duplicate Contacts >>>]]
 +
| [[File:Merge.png|250px|thumb|Contact Merge]]
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| [[File:MergeView.png|250px|thumb|Contact Merge View]]
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|}
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</div>
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 +
# Open '''Show Duplicate Contacts'''.
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# Click the '''Merge''' icon.
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# Review the side-by-side comparison.
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# For each field, select which value should be kept.
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# Click '''Merge'''.
 +
 
 +
=== Merge Legend ===
 +
 
 +
{| class="wikitable"
 +
! Color !! Meaning
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|-
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| Green || Value to keep
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|-
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| Red || Value to discard
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|}
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 +
=== Mergeable Fields ===
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* Company
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* Contact Type
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* Address
 +
* Address2
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* City
 +
* State
 +
* ZIP
 +
* Country
 +
* Latitude
 +
* Longitude
 +
* Email
 +
* Website
 +
* Account
 +
* Title
 +
* Invoice
 +
* Last Contacted
 +
* First Name
 +
* Last Name
 +
* Custom Fields
 +
 
 +
'''Automatically Moved'''
 +
 
 +
The following records are automatically transferred to the master contact:
 +
 
 +
* Personnel
 +
* Appointments
 +
* Notes
 +
* Event Forms
 +
* Emails
 +
* Phone Numbers
 +
* Calls
 +
* SMS History
 +
* Follow-ups
 +
* Events
 +
* Opportunities
 +
* Files
 +
* Images
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* Assigned Representatives
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If the duplicate is the company's primary contact, the primary contact reference is updated to the master contact.
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 +
'''Result'''
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* Displays '''Contacts Merged'''.
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* Duplicate relationship is removed.
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* Duplicate contact is permanently deleted.
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* All history is retained under the master contact.
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 +
'''Important'''
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This action cannot be undone.
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 +
== Merge All ==
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Use when every duplicate under a master account should be merged automatically.
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# Click the '''Merge All''' icon.
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# A background merge job is scheduled.
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# Wait until the progress bar reaches 100%.
 +
 
 +
'''Result'''
 +
 
 +
* Displays '''Merge Scheduled'''.
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* All duplicate contacts are merged into the master contact.
 +
* Field-by-field selection is not available during bulk merge.
 +
 
 +
== When to Use Each Action ==
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{| class="wikitable"
 +
! Situation !! Recommended Action
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|-
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| Duplicate is a false match || Delete Match
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|-
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| Records must never be merged || Never Merge
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|-
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| Merge one duplicate and review each field || Merge
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|-
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| Merge every duplicate under the master account || Merge All
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|}
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 +
== Notes ==
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 +
* The master contact is the account displayed in the Duplicate Accounts list.
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* The duplicate contact is the matching record that may be merged or removed.
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* The top navigation '''Duplicates''' menu may still point to the legacy page (<code>/duplicates/contacts/</code>).
 +
* Use the '''Duplicate Accounts''' sidebar option for the current workflow.
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* Duplicate management pages require login.
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* The top navigation menu item is available only to Managers.
  
  
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[[File:duplicates_index.jpg|200px|thumb|right|Index of Duplicates Found]]
 
 
==What are Duplicates? ==
 
==What are Duplicates? ==
  
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Click Duplicates to see an index of all duplicates.  If no contacts are listed, schedule an analysis.  
 
Click Duplicates to see an index of all duplicates.  If no contacts are listed, schedule an analysis.  
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== Schedule Duplicate Analysis ==
 
== Schedule Duplicate Analysis ==

Latest revision as of 13:36, 20 July 2026

Path: Callproof Support - Website - Duplicates

Duplicate Accounts

Allows users to identify duplicate accounts based on configurable matching rules, review duplicate pairs, remove false matches, prevent future merges, merge individual duplicate accounts, or merge all duplicates for a master account.

Navigation: Home → Tools → Find Duplicates 2.0

Role Access
Logged-in User View duplicate analysis results.
Manager Access Duplicate Accounts from the top navigation and perform duplicate management actions.

Find Duplicates

Duplicate analysis must be completed before duplicate accounts can be viewed.

Duplicate contact Index View
  1. Log in.
  2. Open Find Duplicates (/duplicates/schedule_run/).
  3. If you browse directly to /duplicates/contact_duplicates/ before analysis has been run, you are redirected to the Find Duplicates page.
  4. Under Schedule, select one or more matching rules:
    • Company Name
    • Company Address
    • Company Phone
    • Company Email
    • Contact Phone
    • Contact Email
    • Account Number
    • Other available matching options
  5. Click Find Duplicates.
  6. Wait until the duplicate analysis finishes.
  7. When complete, open /duplicates/contact_duplicates/.

Notes

  • While duplicate analysis is running, the page displays Filter analysis in progress.
  • Running duplicate analysis again clears the current results after confirmation.

Duplicate Accounts List

Each master account displays:

  • Company Name
  • Address
  • Phone Numbers
  • People
  • Number of duplicate accounts

Available actions:

  • Pagination
  • View Filters Applied
  • Change Filters
  • Schedule Duplicate Export (CSV)

Notes

  • Changing filters automatically schedules a new duplicate analysis.
  • Filters cannot be changed while an analysis job is running.

Show Duplicate Contacts

Click the Show Duplicate Contacts >>>
Show Duplicate Contacts
  1. Click Show Duplicate Contacts >>>.
  2. A dialog displays duplicate records associated with the selected master account.
  3. Each duplicate displays:
    • Company
    • Contact Name
    • Address
    • Matching rule
  4. Up to ten duplicates are displayed initially.
  5. Click More >>> to load additional records.
  6. Close the dialog to return to the Duplicate Accounts page.

Available Actions

Action Description
Delete Match Removes only the duplicate match relationship.
Never Merge Prevents the selected pair from appearing in future duplicate lists.
Merge Opens the field-by-field merge screen.
Merge All Schedules a background merge for every duplicate under the selected master account.

Delete Match

Delete Match to remove a false pairing from the results without deleting either contact, if the match was wrong but both records should remain.

Click the Show Duplicate Contacts >>>
Duplicate Delete

Use when the duplicate is a false positive.

  1. Open Show Duplicate Contacts.
  2. Click the Delete Match (trash) icon.
  3. Confirm the action.

Result

  • Displays Match deleted.
  • Only the duplicate relationship is removed.
  • Both contacts remain in CallProof.
  • The pair may appear again after a future duplicate analysis if it still matches.

Never Merge

Never Merge to permanently hide a pairing that looks similar but must stay as two separate accounts. Use when two similar records should never be merged.

Click the Show Duplicate Contacts >>>
Never Merge
  1. Open Show Duplicate Contacts.
  2. Click the Never Merge (alert) icon.
  3. Confirm the action.

Result

  • Displays Never merge saved.
  • The duplicate pair is permanently excluded from duplicate results.
  • Both contacts remain unchanged.

Merge Duplicate Contact

Use when two records represent the same account.

Click the Show Duplicate Contacts >>>
Contact Merge
Contact Merge View
  1. Open Show Duplicate Contacts.
  2. Click the Merge icon.
  3. Review the side-by-side comparison.
  4. For each field, select which value should be kept.
  5. Click Merge.

Merge Legend

Color Meaning
Green Value to keep
Red Value to discard

Mergeable Fields

  • Company
  • Contact Type
  • Address
  • Address2
  • City
  • State
  • ZIP
  • Country
  • Latitude
  • Longitude
  • Email
  • Website
  • Account
  • Title
  • Invoice
  • Last Contacted
  • First Name
  • Last Name
  • Custom Fields

Automatically Moved

The following records are automatically transferred to the master contact:

  • Personnel
  • Appointments
  • Notes
  • Event Forms
  • Emails
  • Phone Numbers
  • Calls
  • SMS History
  • Follow-ups
  • Events
  • Opportunities
  • Files
  • Images
  • Assigned Representatives

If the duplicate is the company's primary contact, the primary contact reference is updated to the master contact.

Result

  • Displays Contacts Merged.
  • Duplicate relationship is removed.
  • Duplicate contact is permanently deleted.
  • All history is retained under the master contact.

Important

This action cannot be undone.

Merge All

Use when every duplicate under a master account should be merged automatically.

  1. Click the Merge All icon.
  2. A background merge job is scheduled.
  3. Wait until the progress bar reaches 100%.

Result

  • Displays Merge Scheduled.
  • All duplicate contacts are merged into the master contact.
  • Field-by-field selection is not available during bulk merge.

When to Use Each Action

Situation Recommended Action
Duplicate is a false match Delete Match
Records must never be merged Never Merge
Merge one duplicate and review each field Merge
Merge every duplicate under the master account Merge All

Notes

  • The master contact is the account displayed in the Duplicate Accounts list.
  • The duplicate contact is the matching record that may be merged or removed.
  • The top navigation Duplicates menu may still point to the legacy page (/duplicates/contacts/).
  • Use the Duplicate Accounts sidebar option for the current workflow.
  • Duplicate management pages require login.
  • The top navigation menu item is available only to Managers.


What are Duplicates?

Callproof can perform a broad search for duplicate contacts. This will allow quicker merging of duplicates over searching individually and merging.

Click Duplicates to see an index of all duplicates. If no contacts are listed, schedule an analysis.

Schedule Duplicate Analysis

Click Find Duplicates on the right side of the screen.

Click the green Find Duplicates button to start an analysis.

When finished, an email will be sent to the user to alert them it's complete.

After it's completed, clicking on Duplicates under the Home tab from the Navigation Bar will not show you found duplicates.


Handling Duplicates

Duplicates will be listed along side one another. To the right are 3 ways of handling duplicates.

Delete Match - Red circle with line through it. This will delete the duplicate which is the second column.
Never Merge - Middle icon; yellow yeild. This will keep the records separate and remove them from the duplicates index.
Merge - Merging green arrows. Start the merge process.
Retrieved from "http://docs.callproof.com/index.php?title=Duplicates&oldid=2580"