Potential Contact Duplicates
Administrate identifies Contacts as being Potential Duplicates based on the same Contact Name (first and last name) or same Email Address. You can resolve these by manually editing the Contact record (to a different email address or name, depending on the reason for conflict), or you can merge Contacts together with the Potential Contact Duplicates tool.
Administrate requires email addresses on your CRM to be unique so that there are no conflicts with other parts of the system, such as the LMS (Learning Management System) and LMS Student Portal. In particular, the LMS requires a unique personal identifier as a log-in criteria, and a communication facilitator (for forgotten passwords, etc.): which is the email address.
When entering the Potential Contact Duplicates screen from the Control Panel, the system automatically generates a list of Contacts that may potentially be the same as another Contact. If you’ve got a lot of potential duplicates, this may take a while: please be patient while it compiles the list.
List of Potential Duplicates
Once you have the list, you will be shown a table with the following information:
| Reason | Either an Email conflict or a first and last name conflict |
| Contact ID | The unique ID number, generated upon creation of the second Contact |
| Contact Name | The name of the first Contact |
| Contact Email | The email address of the first Contact |
| Contact ID | The unique ID number, generated upon creation of the second Contact |
| Contact Name | The name of the second Contact |
| Contact Email | The email address of the second Contact |
* IDs of the Contacts can be used to check against each other in the case of having to distinguish between Contacts who have the same name and the same email address.
Click on a row of potential duplicates, and you’ll have the option to:
- Merge Contacts
- View either Contact (from there you’d be able to edit details such as email addresses or name changes)
Click on a row of potential duplicates to merge or view Contacts.
You can also sort your duplicates by of the column headers on the table.
Merge Contacts
Using this tool, you can merge Contacts with conflicting email addresses or names.
You can select which fields to use from each Contact for your merged Contact, meaning that the information you choose not to use will be lost: in which case, you may wish to edit the Contacts instead. You can merge multiple Contacts into one, but you can only merge 2 Contacts at a time.
By default, there are certain fields that will be auto-selected. If the information is the same, there’ll be no selection.
| Populated Field | These will be prioritized over empty field |
| True | These will be prioritized over False fields |
| First Name | Contact 2 (right side) will be prioritized over Contact 1 |
| Last Name | Contact 2 (right side) will be prioritized over Contact 1 |
- Click on the row of potential duplicates and select Merge (if you haven’t already)
- Select which information from each Contact to merge: the green boxes indicate which Contact you’ve chosen for a particular field
- Double-check all your selections: merged Contacts can’t be unmerged!
- Click
Your Contacts will now be merged into one, resolving the conflict specified earlier.
For a more in-depth guide click here.
FAQ
Can I merge multiple Contacts into one Contact?
In the case of having to merge multiple Contacts into one, please merge pairs at a time until you whittle it down to one, making sure that you only keep the information required with each merge.
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