How to Merge Duplicate Records

Please note prior to reviewing this document:

If you are integrated with QuickBooks Online, and you want to send over a merged contact via the integration, this capability will depend on which account (contact) was merged with another.

If you are keeping a contact that is not linked through the integration, then it will not inherit the one from the remaining account (contact), so you will need to relink it.

However, if you are keeping an account (contact) that is linked to QuickBooks Online, it should work.

Gifts that were already sent to QuickBooks through the integration will stay.

Any new gifts will need to be sent through the integration.

1) From any screen in Eleo, click on ‘Settings’ on the top right-hand side.

2) Then, under Account Settings, you will see ‘Duplicate Check’ and ‘Merge Contacts’. These areboth duplicate merging tools. The ‘Duplicate Check’ is used to locate possible duplicates in your database, based on the number of matching characters for fields such as first name, last name,etc., which then you can merge any actual duplicates. ‘Merge Contacts’ is used when you have located two records already that you want to merge, and you can search for them to then merge them together.

We will go over how to use each of these.

Duplicate Check

1) Select ‘Duplicate Check’ under Settings. You can then choose which contact fields and number of characters that you want Eleo to compare to find duplicates. Then click the green ‘Check for Duplicates’ button on the bottom.

2) This will bring up any records that could be a potential duplicate based on your search criteria. If you find one that is an actual duplicate, click ‘Merge’.

3) That will open a new window that looks like the one below (they are labeled as ‘Record A’ and ‘Record B’ for explanation purposes). You will need to choose which record you want to merge into the other. You may switch them by selecting the dropdown and choosing the other record to switch the merge option.

• The Account Number from ‘Record A’ will be kept as the new/only Account Number.

• The Name from ‘Record A’ will be kept.

• Addresses from both records will be combined. ‘Record B’s’ address will be the primary address.

• Phone from ‘Record B’ will be the primary if there are phones in both records. Other phone numbers will still be added into the final record. If ‘Record B’ does not have any existing phone numbers, then the phone number from ‘Record A’ will be the primary.

• Email Address from ‘Record B’ will be the primary and any others will be added to the record.

• If there is a ‘Spouse’ name in either record and not one in the other, it will be listed in the final record. If there is a Spouse in both - the one from Record A will be kept.

• All Salutations, Employment, and Education information from Record A will remain.

• All Gifts will be combined into the final record.

• History tab Notes from both records will be combined into the final record.

• All Contact Groups from both records will be combined into the final record.

• Volunteer checkboxes from both records will be combined into the final record.

4) Once you click ‘Continue’ the records will be merged and those names will no longer appear under Duplicate Check. Continue for any other accounts you may need to merge. Here is an image to show how that will appear as an example with the record letters used to identify which is kept.

PLEASE NOTE THIS ACTIONS CANNOT BE UNDONE SO USE CAREFULLY

Merge Contacts

1) Select ‘Merge Contacts’ under Settings.

2) You will see this screen. Click on ‘Select Contact’ next to the first box.

3) Type in the name or ID of the contact you would like to merge INTO another. Locate the correct record in the results and click on it.

4) Then click ‘Select Contact’ next to the 2nd box.

5) Type in the name or ID of the record you want the information to be merged into. Locate the correct record in the results and click on it.

6) Make sure the record you want to merge from and into are correct! Then press ‘Continue’.