Finding all the duplicates on the CRM

Finding all the duplicates on the entire database - not only ones created by you is also pretty easy. This duplicate search function is accessed through the advanced search area.

Advanced Search can be found as a blue link to the right of the contact and organisation search box at top of the page.

Once you click on that you will be taken to a screen showing you the Duplicate Search criteria as a default.

A duplicate search needs to be done every now and then on your CRM to make sure that there are no duplicates on your system. Duplicates cause all manner of complications on a database and are best avoided. To run a duplicate search within the entire database, leave the drop down at the top of the screen on All - and select your criteria - so check Email, uncheck the rest and click on Search. You will then be returned to a screen where all the duplicates are listed that have the same email address.

To merge the duplicates - check the check boxes next to the two duplicate contacts and then click on the icon that has the two arrows merging. This can be found at the top of the screen. This will show you the two contacts side by side - and compares the details for you. Wherever there is a difference - there will be a button between the two that says - < Replace , the details will then be moved from the right hand contact to the left. Once you have finished working through the contact - you can click on the save button. The contact on the left is saved, the duplicate deleted, and you are taken back to the list to work through the next contact.

You need to work through all the different combinations possible, ie Mobile, Firstname etc, and make sure that you do this often, as duplicates do creep in.