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Overview
When duplicate records are identified, it’s important to merge them into one definitive record. This ensures accurate data while removing outdated or incorrect information. Amplify provides an efficient Merge Individuals tool to streamline this process.
What is Merging?
Merging is the process of combining two separate records into one, where:
- Individual 1: The duplicate record that will be removed.
- Individual 2 (Destination): The primary record that will remain after the merge.
The goal is to update the primary record with any new or accurate data while discarding outdated or incorrect information.
Steps to Merge Duplicate Records
Step 1: Identify Duplicate Records
- Review all instances of the individual in question.
- Look for the record associated with a family, as it is typically the primary record.
- Check if the duplicate record has been marked as Primary when there are no other family members.
Pro-Tip: Duplicate records often occur when new online donors use a different email address or name not already in your database. Use the Duplicate Finder tool to locate these records.
In some cases, this may require reaching out to the individual to make sure you have their 'preferred' information, such as email address or phone. After this is confirmed, move forward with the merge process.
Step 2: Access the Merge Tool
- Navigate to Individuals > Manage Duplicates > Merge Individuals from the left-hand menu.
- Alternatively, you can initiate a merge directly from a person’s Profile Screen by clicking the Intersecting Arrow Icon.
Step 3: Set Up the Merge
- In the Merge Individuals tool, designate:
- Individual 1: The record to be removed.
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Individual 2: The destination record to be retained.
- Enter the names of the records in their respective fields.
- Tip: If you accidentally select the records in reverse, use the browser’s back button and reselect the correct records.
Step 4: Review and Select Data
- Carefully review each line of data in the Merge Screen.
- Use Radio Buttons to select between conflicting data points (e.g., either email A or email B).
- Use Checkboxes to include both data points where appropriate (e.g., multiple phone numbers).
- Once both members are selected, , you'll be given the following options to choose from:
Step 5: Complete the Merge
- Once all data selections are made, click MERGE.
- You’ll receive a confirmation that the task is complete, along with a link to view the updated profile.
Tips for Avoiding Duplicate Records
- Regularly use the Duplicate Finder tool to proactively identify duplicates.
- Educate donors on using their primary email address when making online contributions.
Important Notes
- If your merge involves sensitive or conflicting data, it may require reaching out to the individual for confirmation before proceeding.
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