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+ + wTips: Duplicates & Merging W-Systems, December 2014

wTips: Dupes & Merging

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Page 1: wTips: Dupes & Merging

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wTips:Duplicates & Merging

W-Systems, December 2014

Page 2: wTips: Dupes & Merging

© W-Systems Corp. www.w-systems.com

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Duplicate Notification on Manual Entry

Section 1

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© W-Systems Corp. www.w-systems.com

Duplicate Notification on Manual Entry

As users enter companies, a duplication warning is presented if a company record with an identical name exists within the system.

Users may:• Ignore the Duplicate and Save the record• Select and edit one of the matching records• Cancel the entry altogether

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© W-Systems Corp. www.w-systems.com

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Duplicate Notification on Import

Section 2

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Duplicate Notification on Import

Imports can be checked for duplicates by selecting the fields to check upon creating the import.

• Multiple fields can be selected by dragging fields from the “Available Fields” column to the “Fields to Check Column.”

• SugarCRM reports records that share the same values for the fields selected in the “Fields to Check Column”.

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Duplicate Notification on Import

Each duplicate record is listed and a list of the duplicate records can also be downloaded to an Excel file for reference and/or management external to SugarCRM.

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Record MergeSection 3

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Record Merge

Regardless of the methodologies used to prevent duplicate records, they might still appear.

Records that are identified as duplicates can be merged.

Three accounts have been identified as duplicates in the sample below.

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Record Merge

In order to merge the records, select those that are to be merged.

Select Merge from the choices in the function dropdown.

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Record Merge

The Merge Management Screen appears.

Select the Primary Record.

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Record Merge

Select the Primary Box and Drag it over the appropriate record

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Record Merge

Only the Primary record survives the merging process.

After the Primary Record is selected, choose what values to use for each field by clicking the radio button next to the values that are to be kept in the surviving record.

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Record Merge

Values may be selected from any merging record, but only one value may be selected for each field.

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© W-Systems Corp. www.w-systems.com

Record Merge

Saving the record completes the merging process, a final warning is presented to ensure that you want to complete the merge and delete the duplicate records. Confirm to proceed, cancel to revert back to the Merge Management screen.

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© W-Systems Corp. www.w-systems.com

Record Merge

A status window is displayed to show progress.

Only the Primary record will remain after the process is completed, all other “merged” records will be deleted.