Merge Duplicates

The MMC Merge Duplicates feature is a paid, add-on tool - if you would like to learn more about adding this feature to your MMC instance, please contact support@mapmycustomers.com or your appropriate Account Manager. 

With the Merge Duplicates tool, you can see a full list of potential duplicate Company or People records existing in your MMC instance. Merging records allows for the maintenance of information such as Activities or Groups that may exist on two different records without having to manually move any information prior to deletion of a duplicate. 

Duplicates can be flagged by criteria of your choice such as duplicate record Names, Location match, Email or more. 

By default - the Merge Duplicates functionality can only be access by users in a Team Owner role. Update which roles (Team Manager or Team Member) have access to Merge Duplicates from the Organization Preferences as a Team Owner if appropriate

To access the Merge Duplicates functionality:

1. Go to Settings by clicking on the Gear Icon
2. Navigate to the “Merge Duplicates” tab under Data on the left-hand side
   
3. Select the Companies or People tab to see potential duplicate lists for the respective record type

To set duplicate criteria:

1. Select the ellipsis (...) icon on the top right corner of the potential duplicate table
   
2. Select “set duplicate criteria 
3. Choose whether you would like to set the criteria for the Company or People object
   
4. Review criteria and deselect any check boxes if the de-duplication criteria does not align with your data maintenance:
   • Name: Choose whether a potential duplicate should always be flagged if a Company or Person has the same Name or only if those two records are within 100 meters of one another
     • EX: There may be two records called “Sherman Williams” on the map, one in CA and one in MA. Should those be flagged as duplicates because of the Name match or not duplicates because they are physically two different legitimate locations 
   • Location (Exact Match): Choose whether records should be flagged as potential duplicates if they are at the same location
     • Consider if it is common that you have records at the same address or not 
   • Phone Number: Choose whether records should be marked as potential duplicates if they have the same phone number 
     • Consider if your data has the same phone number listed across multiple locations of the same Company 
   • Email: Choose whether records should be marked as potential duplicates if they have the same email address
     • Consider if your data has the same email listed across multiple locations of the same Company
   • Website: Choose whether records should be marked as potential duplicates if they have the same Website (domain or full URL match can be selected) 
     • Consider if your data has the same website listed across multiple locations of the same Company
5. Once you have made the desired selections - hit “Save and Re-Calculate”

Note: This calculation may take up to several minutes. You won’t be able to update criteria again until this calculation is complete.

To review and merge (or dismiss) duplicate records:

1. Identify two Companies you would like review further in the potential duplicates table and select “Review and Merge”
   • If you are able to identify that two records are not duplicates prior to opening the additional details - select “Dismiss”
     
2. Selecting “Review and Merge” will open a side panel from the right side of the screen
   • This side panel will include all necessary information about what happens to the two records after a merge is completed
     
3. Use the “Select fields to compare” button to add or remove columns of information (such as record Owner, Source, Date Created, etc) that can be used to determine if these records are truly duplicates of one another
   
4. The blue information banner will let you know why these two records have been flagged as duplicates
   
5. Scrolling down to the bottom section - you will see a side by side comparison of the fields selected in step 3 for the two potential duplicate records. Using the information provided, determine which record should be maintained as the Primary record OR elect to Dismiss this duplicate pair if these two records not duplicates of one another
   • Information about what occurs when a record is flagged as the Primary can be found in step 2
     
     
6. Once a Primary has been selected - hit the blue Merge Records button > Proceed with Merge to finalize the action
   
7. Merging will occur in the background and you will be brought to the next potential duplicate pair to continue repeating the above steps. When the Merge is in progress - the potential duplicates table will indicate as such
   

To access dismissed duplicate record pairs:

If you have accidentally dismissed a duplicate pair to you would like to reactivate or would like to review any that have been previously dismissed:

1. Select the ellipsis (...) icon on the top right corner of the potential duplicate table
   
2.  Select “Review dismissed duplicates
   • Note: When you are in the Dismissed Duplicates view - a yellow banner will appear at the top of the table alerting you that you are only seeing dismissed duplicate pairs. 
3. Here you can follow the above instructions to Review and Merge any duplicate pairs that may have been dismissed or can undo the dismission
   
4. Hit the blue “Return to standard view” button to leave the dismissed duplicate screen and to be brought back to the Standard View
   
   

   Additional Merge Duplicates Tips and Tricks: 

   • Find the last time the potential duplicate pair table was recalculated in the upper right corner of the page - hit the blue “Re-calculate” button to refresh the potential duplicate pairs being shown in the table below
     
   • Use the search bar to focus into any specific potential duplicate pairs that you would like to merge 
     • Note: If there are two records in your database that you would like to Merge that you are not seeing within the potential duplicate table - ensure the two records have duplicate information that align with duplicate criteria that has been set up