To access the Duplicate Constituent Management Tool:
  1. Go to Admin > Duplicate Constituent Management Tool
  2. In the pop-up window, select the following options:
    • Under What types of records do you want to merge?, select either Individual or Organization
    • Select to either Start a new search or Open previous results. NOTE: If Start a new search is selected, please allow adequate time for the tool to process.
  3. Click Start
How to use the Duplicate Constituent Management Tool:
  • The list of potential duplicate records appears on the left-hand side of the screen
  • In the grid on the right, the user can compare potential duplicate records side-by-side
  • One record will default to being the Master record. This can be changed simply by clicking on the desired Master record
  • To change the criteria by which the Master record is defaulted:
    • Go to Tools > Settings
    • Under When merging, which record do you intend to keep?, select the desired and most appropriate options for primary and secondary considerations for default criteria
    • Under Include the following in the duplicate results, mark or unmark the checkboxes for Inactive and/or Deceased constituents as appropriate
  • To merge a duplicate record into the Master record, select the option to Merge into Master Record
    • The Merge Constituents window will appear, indicating which record you are merging from and merging into
    • Select the appropriate type(s) of information in the Information section that you wish to merge into the Master record
    • Mark or unmark the checkboxes to Exclude soft credits when merging gifts and/or Delete source constituent as appropriate. NOTE: If Delete source constituent is selected and the user proceeds with the merge, the source constituent record will be deleted from the database. This action cannot be reversed.
    • Click Merge Now
  • To indicate that the potential duplicate is actually not a duplicate (which will prevent it from appearing in future runs of the Duplicate Constituent Management Tool), select Not a Duplicate
  • To preview or print a report of the results, go to File > Preview > Report
  • To preview or print the actual grid based on the selected record, go to File > Print > Grid

    Note: To view the Duplicate Constituent Report that was formerly located in Admin, follow these steps:

    Go to File > Preview > Report
    Click the down arrow beside the Preview icon and then click Report