Fundamentals > Common Record Tasks >

Merging Duplicate Records

You may sometimes find that two or more records contain the same information and that to keep the database accurate, the records should be merged into one. The Merge Records command allows you to merge a number of records into one.

If other records are associated with the records you merge, those records, with the exception of duplicates, are associated with the surviving record; any duplicate associated records are deleted.

When you merge two records, only the top two levels of a record are combined. For example, if you merge an Account record that is associated with a Contact record, both levels are merged. But if there is also an Activity associated with the Contact record, it is not merged. Be careful when you merge records.

NOTE:  You can only merge records for which you are the owner or for which you are designated as the primary person.
Depending on your access privileges and your configuration, merge functionality may not be available to you.

To merge two records

1. For each record being merged, select the record, click the menu button, and then click About Record to record the Row #.
2. Click the record that will be the source record.
3. Press and hold down the CTRL key and click the record that will survive.

   The source record will be merged into the surviving record.

4. Click the menu button, and then click Merge Records.

   A dialog box appears, displaying the Row # of the surviving record. Use the numbers you recorded before the merge to make sure the correct record survives.

   NOTE:  If the Merge Records command is unavailable, the feature is not supported for the record types you have selected.

   Figure 37.  Example of Merge Records Dialog Box

5. Click OK to complete the merge.

   The records are merged into a single record that bears the name of the record you designated as the surviving record, and includes the data from it.