Merge Leads/Contact/Company Records
Setup | Merge Lead Records | Merge Contact Records | Merge Company Records
Depending on how leads, contacts and company records were created in Workamajig, there could be records that have been duplicated. These records may have been used for financial or project transactions which prevents them from being deleted. In this case you have the option to either
Items to be aware of prior to proceeding
- There is no undo to this action. So be sure you are merging the correct records.
- Contact Records that have been activated to full user or Employee records that have been converted to contact records cannot be merged. You must inactivate if you do not want the contact record to be visible. Add a '-old' to the end of the name prior to inactivation to provide clarity between the records within the database.
- Client/Vendor Company Records: The Is A Client/Vendor and Client/Vendor ID 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
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 contain the data in the field.
- If a field contains data in all records, the "new" record will contain the data that has been selected to be 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
>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
From the Leads screen>click ...more
click REMOVE LEAD DUPLICATES
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.
From the results displayed on the right, click on the line to display the detail records that will be merged
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.
Merge Contact Records
Menu>Salesperson>Contacts
From the Contacts screen>click ...more
click REMOVE CONTACT DUPLICATES
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.
From the results displayed on the right, click on the line to display the detail records that will be merged
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.
Merge Company Records
Menu>Salesperson>Companies
From the Contacts screen>click ...more
click REMOVE COMPANY DUPLICATES
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.
From the results displayed on the right, click on the line to display the detail records that will be merged
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.
