Merge accounts and contacts

Merging eliminates duplicate accounts or contacts in Membri 365.

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• Understand duplicate detection rules
• Merge accounts or contacts

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Understand duplicate detection rules

Dynamics 365 allows you to define duplicate detection rules. In Membri 365, there are default rules in place to identify duplicate accounts and contacts.

Each time you try to save an account or contact card that conflicts with the defined rules, a new screen will appear to indicate that duplicates have been detected and offer you to perform an item merge.

The rules in place

Here is a table summarizing the rules default in Membri 365 :

Rules	Applies to accounts	Applies to contacts
Same email address	Yes	Yes
Same phone number	Yes	Yes
Same website	Yes	No
Same name	Yes	Yes

To view the rules, you can go to the appropriate section of the advanced settings:

1. Select Advanced Settings;
2. Select the Data Management section;
3. Select Duplicate Detection Rules;

note

Want to create new detection rules? Contact us.

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Schedule a duplicate detection job

There is no need to wait for the system to send you a notification to clean up the database. You can schedule duplicate detection jobs that will comb through your data and identify conflicting entities. You can then view the results and clean the data by merging elements.

1. Select Advanced Settings;
2. Select the Data Management section;
3. Select Duplicate Detection Jobs;
4. Select New, then Next;
5. Select the type of entity (Accounts or Contacts) concerned by the job;
6. If the database contains a high number of entities of the chosen type, apply filters to reduce the number of entities to be processed during the execution of the job and go to the next step;

info

You can choose a system or custom view of the environment instead of applying filters manually or you can start from the filters already applied to the selected view.

tip

Select Preview Records to ensure that the results obtained after applying filters are the ones you want.

7. Determine when this job should start;

It is possible to create a recurring job and specify an email address to send a notification to when the job is completed.

8. Go to the next step and select Submit to finalize the creation of the duplicate detection job.

View and merge duplicates identified by a detection job

1. Select Advanced Settings;
2. Select the Data Management section;
3. Select Duplicate Detection jobs;
4. Select the job that interests you;
5. Select View Duplicates from the side menu;
6. Check the top item in the list to display potential duplicate records related to it in the bottom list;
7. Check the bottom element which must be merged with the top element if necessary;
8. Select Merge and Select Master Record to proceed with merging the two checked records;
9. Select the main record and the information to keep;

tip

You can check the Select all fields with data box at the bottom of the window to speed up the process. If the two elements have conflicting data, the data of the record defined as primary will be kept.

10. Select OK

info

The information contained in the two accounts or contacts to be merged is never lost, because the account or contact to be merged into the master record will be deactivated rather than deleted.

11. Repeat the previous steps for all duplicates in your environment.

danger

For the account merger, it is important to validate the contributions of the accounts to be merged. Do not merge two member accounts with an active membership or renewal in progress.

One of the two accounts can be a member or in the renewal process, but not both.

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Merge accounts or contacts

• Open the list of accounts or contacts
• Find and tick the two elements to be merged.

danger

For the account merging, it is important to validate the membership of the accounts to be merged. Do not merge two member accounts with an active subscription or renewal in progress.

One of the two accounts can be a member or in the renewal process, but not both..

• Select Merge from the toolbar

• Determine which of the two elements to keep by checking it on the line Select Primary record (1)

• Review the information of the two sheets and indicate which ones to keep one line at a time by checking them (2)

caution

Pay attention to the Member Status field to choose the right one.

• Select OK to confirm (3)

info

What's next?

• Merging will happen in the background and will take a few minutes at most.

• The information contained in the two accounts or contacts to be merged is never lost, because the account or contact to be removed will be deactivated rather than deleted.

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note

Still unsure? Contact us - support@vendere.ca