Merge Duplicate Records

Merging duplicate company or name records can be performed in three areas; Reports, Search and Rollups. When you desire to merge you will select the Master record, and which records should be merged to the Master record.

Important Note: There is no undo button when merging records, please verify your merge before executing.

Reports

  1. Click Reports from the Main Menu
  2. Click Auditing Reports
  3. Select the icon for Duplicate Companies Report or Duplicate Names Report
  4. Select criteria to locate possible duplicate records. Please note that in selected criteria with more than one item all of the selected criteria must match
  5. To generate a list of possible duplicate companies, you can search records based on:
    1. Company name, phone number
    2. Company name, city
    3. Company name, city, phone number
    4. Company name, Zip
    5. Company name
    6. Phone number
  6. To generate a list of possible duplicate names, you can search records based on:
    1. First name, last name, home phone
    2. First name, last name, work phone
    3. First name, last name, city
    4. First name, last name, company name
    5. First name, Last Name, Email Address
    6. First name, last name
    7. Last name and email address
    8. Email Address **New**
  7. Select a Rollup List **New** you would like to run this report for; if no Rollup list is selected it will duplicate check your entire database.
  8. Click the Print action icon at the top right to run the report, which will be displayed in a new tab. The count reflects the number of records with the same data as selected.
  9. Click Merge to view the records that are possible duplicates – Here you can select the record if you wish to view the details prior to merging.
  10. Review the  records, if the records should be merged; click the Master check box for the record that you want to be the final record. The record you select as master should contain the most accurate/recent data.
  11. Click the Merge checkbox for each record that should be merged to the master record.
  12. Click Merge. A message will display to alert you that the other records will be deleted, resumes cannot be combined, and to verify that you have selected the proper merge criteria.
  13. Click OK to continue the merge process. A message will alert you when the merge process is finished.

Searching

PCR also provides the ability to merge duplicate records from the search results screen. For example, if you perform a quick search for a person and two or more Name records are returned who are the same person:

  1. Click the checkbox to the left of each record you want to merge.
  2. Click the Merge action icon at the top right.
  3. Review the records, if the records should be merged; click the Master check box for the record that will become the final record. The record you select as master should contain the most accurate data or most recent data in the fields.
  4. Click the Merge checkbox for each record that should be merged to the master record.
  5. Click Merge. A message will display to alert you that the other records will be deleted, resumes cannot be combined, and to verify that you have selected the proper merge criteria.
  6. Click OK to continue the merge process.

Rollup Lists **New**

Our newest merge functionality allows users to merge Company and Name records from within a rollup list. This is incredibly useful when nicknames may have been used that would not be returned in a basic search, for instance; Bob/Robert, Richard/Dick, etc.

  1. Select desired Rollup LIst from Main Toolbar
  2. Select the checkbox for two names that are alike and in need of being merged
  3. Click the Merge action icon from the dropdown on the right
  4. Review the records, if the records should be merged; click the Master check box for the record that will become the final record. The record you select as master should contain the most accurate data or most recent data in the fields.
  5. Click Merge. A message will display to alert you that the other records will be deleted, resumes cannot be combined, and to verify that you have selected the proper merge criteria
  6. Click OK to continue the merge process.

Once your records have been merged an Attachment will be created under the new record highlighting any information that did not merge.