Merging Records - trillium_quality - 2.7

When the Trillium Quality for Dynamics match process finds potential duplicates, the Duplicates window opens. Use the Duplicates window to merge records as needed.

If you are working with contact, account, or lead records and have been assigned the TSS Merge user role, you can merge records in the Duplicates window. You merge duplicate records found within the same entity. If cross-entity matching is enabled and matches have been found in records across both lead and contact entities, you can merge a lead record into a contact.

In the Duplicates window you:

• Keep all matching records active in your database by clicking Exit Without Merging. (You can merge the records at a later time, as described in Viewing and Merging Duplicate Records.)

• Delete the record just entered (record #1 in the list) by clicking Delete.

• Merge the records into a master record, as described below.

Complete one of the following procedures, depending on whether you are merging records in the same entity or merging lead records into a contact.

To merge records in the same entity

1. Using CRM, enter or update a record and click Save. (Clicking Save and Close will not display the Duplicates window.) If Trillium Quality for Dynamics detects potentially matching records it displays the Duplicates window. The record you have just entered or updated is listed in Row #1 and the Pattern Id column shows “driver.” Other rows contain potential duplicate records.

    

2. Examine the rows to determine whether the records should be merged. In the Action column, select Master for the record containing the most complete information, which in this example is Record #5.

   

3. Determine which records should be merged into the master record and select Merge in the Action column for those records. (Notice that, in this example, Record #1 is a potential match, but for the other three rows the addresses are quite different so we have elected not to merge them into the master.)

   

4. Click in any cells that contain data that should overwrite fields in the master record, as illustrated in the figure given below. In this example, Record #1’s phone number is more complete than the master. If you do not select a cell in a column, the contents of that cell in the master record, even if it is blank, will be retained.

   

5. Click Merge to submit your request, then click OK to confirm the Merge Successful message. Merged data will be copied into the master record, the merged records will be set to Inactive, and the master record will remain Active. Records marked Don't Merge will also remain in the Active state.

   When the merge completes, the window closes and you are returned to the record just entered. If that record has been merged, a message advises you that it is now inactive.

   

   If you exit without merging potentially duplicate records, the relationships are stored in the TSS Match Display List. You can use the TSS Match Display List to merge them at a later time, as described in Viewing and Merging Duplicate Records, or merge them in an auto merge with the Standard Batch Manager, described in Automatically Merging Matched Records.

To merge lead records into a contact record

1. Using CRM, enter or update a lead or contact record and click Save. If Trillium Quality for Dynamics detects potentially matching records it displays the Duplicates window. The record you have just entered or updated is listed in Row #1 and the Pattern Id column shows “driver.” Other rows contain potential duplicate records. The Entity column shows which entity (lead or contact) contains the matching record.

2. Examine the rows to determine whether the records should be merged. In the Action column, select Master for the contact record containing the most complete information.

   Note: Lead records cannot be the master record.

3. Determine which records should be merged into the master contact record. Select Merge in the Action column for those records.

4. Click in any cells that contain data that should overwrite fields in the master record. If you do not select a cell in a column, the contents of that cell in the master record, even if it is blank, will be retained.

   In the figure given below, the e-mail address from the lead record in Row #1 and the business phone from the lead record in Row #2 will be merged into the master contact record in Row #3.

   

5. Click Merge to submit your request, then click OK to confirm the Merge Successful message.

   Note: If a lead record was selected as the master, a message opens alerting you that a contact cannot merge into a lead. Click OK. The Duplicates window reopens. Select a contact record as the master and repeat the steps above.

6. The following occurs:

• Merged data is copied into the master record.

• Merged lead entities are qualified.

• A new contact record is created for each qualified lead record and then merged into the contact record.

• The merged records are set to Inactive and the master record remains Active. Records marked Don't Merge also remain in the Active state.

• The Duplicate window closes and you are returned to the record just entered. If that record has been merged, a message advises you that it is now inactive. If it is a lead record, it is now a Qualified read-only record.

If you exit without merging potentially duplicate records, the relationships are stored in the TSS Match Display List. Use the TSS Match Display List to merge them at a later time, as described in Viewing and Merging Duplicate Records, or merge them in an auto merge with the Standard Batch Manager, described in Automatically Merging Matched Records.