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How to merge lead, contact, & company (client/vendor) records [in-depth guide]

Setup | Merge lead records | Merge contact records | Merge company records

Do you need to merge duplicate leads, contacts, and company (client and vendor) records in Workamajig?

If these records were used for financial or project transactions, this would prevent them from being deleted, but you can still merge them. 

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Important notes: DO NOT SKIP

  • There is no undo to this action, All transactions, Linked Contacts and Company info will be associated with the "merge to" record. Confirm your selections prior to Merge!
  • Contact records that have been converted to full users or employee records that have been converted to contact records cannot be merged. You must deactivate the record to hide it. You can also add '-old' to the end of the name prior to deactivation to provide clarity between the records within the database.
  • Client/Vendor Company Records: The 'Is A Client/Vendor' and 'Client/Vendor ID' fields will be cleared if the 'Primary Merge To' record is not a Client/Vendor. You will need to update the new company record with this information after the merge. ALL old transactions will be associated with the "merge to" record.
  • The transaction reference number, ie. Project number, invoice number, voucher number, are not affected by the merge. Only the associated Client/Vendor would be updated/changed

How the merge process works

  • If a field contains data in one record and is blank in the other record(s), the new record will include the data.
  • If a field contains data in all records, the new record will contain the data the 'Primary/Merge To' record. The Primary record is selected based upon the oldest edited record or the newest edited record. The Primary and the replica(s) may show the same date, however, the last edited field includes a non-displayed timestamp so there is a clear oldest/newest record. 

Setup

The following security rights are necessary to merge lead, contact, or company records

Menu>Admin/Manager>System Setup>Account Information: Security Settings

mergerights.png

>Contact Management section

  • Merge contacts
  • Merge companies
  • Merge leads

Access to the leads, contacts and companies screen must also be allowed.

Merge lead records

Menu>Salesperson>Leads

mainmenu_lead.png

From the Leads screen>click ...more

lead_main.png

click REMOVE LEAD DUPLICATES

lead_more.png

Select the Matching Criteria>SEARCH

NOTE: The criteria will only provide "EQUAL TO" results for the selected fields. Select First Name and Last Name to ensure you will be searching for all "John Smith" and not just all "John" records. If you add in Company Name, then the search would be John Smith, ABC Company. If there are no duplicate matches, then no results will be displayed. You are not able to actually select specific names, etc. to search by. The system is simply looking for a field match.

lead_search.png

From the results displayed on the right, click on the line to display the detail records that will be merged

lead_results.png

All records will be auto-selected and a MERGE INTO line will identify the "Primary" record. At this point you are able to deselect any records that should not be included in the merge process. You are also able to select whether the Oldest or Newest record will be set as the "Primary" Merge Into record.

Click Merge Selected Detail Rows to begin the merging process.

lead_detail.png

Merge contact records

Menu>Salesperson>Contacts

mainmenu_contact.png

From the Contacts screen>click ...more

contact_main.png

click REMOVE CONTACT DUPLICATES

contct_more.png

Select the Matching Criteria>SEARCH

NOTE: The criteria will only provide "EQUAL TO" results for the selected fields. Select First Name and Last Name to ensure you will be searching for all "John Smith" and not just all "John" records. If you add in Company Name, then the search would be John Smith, ABC Company. If there are no duplicate matches, then no results will be displayed. You are not able to actually select specific names, etc. to search by. The system is simply looking for a field match. 

contact_search.png

From the results displayed on the right, click on the line to display the detail records that will be merged

contact_results.png

All records will be auto-selected and a MERGE INTO line will identify the "Primary" record. At this point you are able to deselect any records that should not be included in the merge process. You are also able to select whether the Oldest or Newest record will be set as the "Primary" Merge Into record.

Click Merge Selected Detail Rows to begin the merging process.

contact_detail.png 

Merge company records

Menu>Salesperson>Companies

mainmenu_company.png

From the Contacts screen>click ...more

company_main.png

click REMOVE COMPANY DUPLICATES

company_more.png

Select the Matching Criteria>SEARCH

NOTE: The criteria will only provide "EQUAL TO" results for the selected fields. Select Company Name and Phone or Address 1 to ensure you will be searching for all "ABC Company, 111 East St" and not just all "ABC Company" records. If there are no duplicate matches, then no results will be displayed. You are not able to actually select specific company names, etc. to search by. The system is simply looking for a field match.

company_search.png

From the results displayed on the right, click on the line to display the detail records that will be merged

company_results.png

All records will be auto-selected and a MERGE INTO line will identify the "Primary record. At this point you are able to deselect any records that should not be included in the merge process. You are also able to select whether the Oldest or Newest record will be set as the "Primary" Merge Into record.

Click Merge Selected Detail Rows to begin the merging process.

company_detail.png

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