- Run a duplicate search process to identify constituent records that may be duplicates
a. In Constituents, Duplicates start by selecting Full Duplicate search
b. Later on, to save processing time, when you are ready to scan the database for duplicates again you can run the incremental duplicate constituent search process which compares only those records that have been added or updated since the last search was run.
- Once this process completes, I would then review the Duplicate constituent report found under Constituents, Duplicates
a. This report will list all of the matches that were found and how closely they are related to other records in the database (this is what we call match percentage)
b. Review this report very carefully, and determine what an ideal percentage is to consider a record a match. For example, you may see that Altru finds a record as 75% similar to another but you can tell by looking that they are NOT matches. But on another record, it says that a record is 85% close and it does appear to match. You can be reasonably certain that merging records that are at least and 85% match is safe.
Remember duplicates cannot be unmerged. Please review the report very carefully.
- Now that you’ve reviewed the report and you have an idea of what percent of match is good, you’ll want to run the process to merge them.
a. Go to Constituents, Duplicates, Constituent Merge
b. Start by going to the Merge Configuration tab and review the default rules
Note: For most everything you should stick with the default, however, I would recommend checking the option to “Exclude duplicate addresses” under the addresses section to ensure that merged records do not retain duplicate addresses.
c. When you are satisfied with the options selected, click save and return to the merge Processes tab
d. There is probably a default for 100% that you can edit or just make a new one. What is important on that process is that you set the minimum match to the percent you decided on, and I would always select the option to “Mark source constituents inactive” this way if any mistakes are made you can reactivate merged records.
- You are ready to run the actual merging process now, just highlight the item you’ve reviewed or edited and click Start Process
a. When you are done, the system will give you a report of what it did
b. The preview merge tab will show you who was merged out of the records included in your search.