How do I merge two contact records?

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rewlaw Posted: Mon, Nov 21 2011 5:40 PM

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I know there is a way to run a report to identify all duplicate contacts, but is there a way to merge two contact fields?

We have inadvertently created and entered info into duplicate contact fields for clients and need to merge the info.

Thanks!

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Kathy Burger replied on Mon, Nov 21 2011 6:57 PM

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If it is a question of having records related to both contacts, what you can do is change the ref name or contact number of one of them (so they can be differentiated in a look-up list) and then relate the records on that contact to the other contact. Once there are no related records on the duplicate, you can archive or delete it. 

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rewlaw replied on Mon, Nov 21 2011 9:50 PM

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Thanks, Kathy, how do I do that?

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Caren Schwartz replied on Mon, Nov 21 2011 10:10 PM

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You can merge two contacts most easily by opening one, preferably the one that has the most correct information. Then click on Edit - Duplicate Check. You can set the rules you want and the duplicates will be listed. Once they are listed the bottom will show COMBINE. When you choose this you get an option as to which field you want to choose from each client record and whether you want to delete or archive the duplicate.

Please note that the duplicate check screen has three sections. These are OR sections, not AND. The bottom section lets you get very specific in your field checking. I find that just the first section is usually sufficient.

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Ardavan Gurg replied on Mon, Nov 21 2011 10:12 PM

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Time Matters has a utility that will guide you to merge two contact.  Go to File > Utilities > Check for Duplicate Contact.  This utility will allow you to re-assign all the related records to the merged contact record.

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rewlaw replied on Mon, Nov 21 2011 10:37 PM

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Thanks,Caren. That's what I was looking for.

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Ken Brown replied on Tue, Nov 22 2011 10:22 AM

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I'd like to check for duplicates but when I try this Time Matters hangs with "Not Responding".

I use:

TM 10.0 SP3 Hotfix 1011 Enterprise
Windows 7 32-bit - all current patches
i7 CPU  860 @ 2.8GHz, 8GB Ram (3.24GB usable)

Any suggestions?

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Matt Stone replied on Tue, Nov 22 2011 2:51 PM

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Are you trying to check for duplicates across all contacts? Or are you checking for a duplicate to 1 contact?
This process can take a long time and even longer depending on the criteria you have set to show a conflict. I would try it from 1 contact. If that works, I would let it run for some time.

Matt