Keeping Data Clean – Merging Properly

When you have several users entering information into CRM, the likelihood of duplicate records goes up. There are several reason’s duplicates happen; lead conversion, double entry, Xbar settings not set up, users not knowing proper searching techniques, and the list goes on.

The good news is it is very simple to clean all this up with learning how to merge properly. Your CRM data steward should know all the places merging is available so that they can not only clean up the mistakes but teach users how to convert leads and add contacts without creating a duplicate.

Data Steward or Admin Access Users:

These users should have the access to merge together 2 separate records together. This is used when a duplicate Account or Contact has been created. You should always merge rather than delete since it will capture all the histories and information from both records and bring them into one.

Merging Tip: Always select the record you want to merge first, then hit CTRL and click on the main record. Once you right click and select Merge, the below table will show. The main record will show on the right side of the grid and will be called the target record. Anything with the radial button selected will merge into the new record. Watch a Quick Video on Merging.

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Standard Users:

These users should be fully trained on converting Leads, searching for matching records when adding new, and Xbar configuration settings. Making sure the standard users are up to speed on this will greatly reduce the amount of duplicate records created. Watch this video on how to manage handling and avoiding duplicates in your database.

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