It is common for organizations to find duplicate contact records while managing contacts using the 'Donor Management' system. Our system can help you identify and consolidate potential duplicates so your data is accurate!
Step 1: Navigate to your 'Donor Management' Dashboard
If the system has flagged potential duplicates, an exclamation mark will appear in the 'Contacts' tab on the left navigation panel. Click that tab to expand the list of options and click 'Duplicates'. The number next to that tab indicates how many the system has flagged for your review.
Step 2: Review the flagged records
Each pair of duplicate records will be listed together, with a '/' between the two names, and a reason for being flagged.
Note: The system does not allow bulk review of duplicates to ensure your data is as accurate as possible!
Click the 'Review' button next to the pair of duplicates you want to review.
The page will refresh and you will find a detailed, side-by-side comparison of the two profiles. Names, e-mails, mailing addresses, and their current number of donations will appear for each contact.
Tip: Click on the 'View Full Profile' link below either contact record to review their record in more detail if you are unsure if they are duplicates.
Step 3: Choose which record to keep
Before merging the duplicate records, determine which one has more complete (or more accurate) information.
For example: Record 1 has an e-mail address and a mailing address listed – whereas Record 2 only lists an e-mail address.
Click the radio button under the record you want to keep.
When possible, any blank fields from the selected profile will be populated with data from the secondary profile. The profile’s data will remain intact and not be impacted or overwritten.
Step 4: Merge the duplicate records
Regardless of which profile you choose to keep, all giving records will be transferred to that contact record - no need to worry about losing any donation data!
Click the 'Merge Contacts' button at the bottom of the page to consolidate these profiles.
Excluding Non-Duplicate Records
You may find contacts that have been flagged for review but are two different individuals.
For example: John Smith and his son John Smith, Jr. are listed as donors in the system. They also share the same e-mail address.
Click the 'These Aren't Duplicates' button to confirm these records should be managed separately.
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