Merge Records

Overview

The Merge Records feature in Operative lets you combine two or more contact records into a single, comprehensive record. This is useful for cleaning up your database and ensures all contributions and transactions are consolidated under the correct contact.

Step-by-Step Instructions

Navigate to Contacts in the left-hand menu and click on either Person or Organization.
Click Scan for Dupes to identify the duplicate contacts you want to merge. (See Scan for Dupes for details on using our duplicate identification tool.)
In the list of potential duplicate contacts, select the checkboxes next to the contacts you want to merge. A green bar will appear at the bottom of the screen with options to Merge, Archive, or Delete the contacts selected.
- Note: you can select two or more contacts at this stage to merge down into a single record.
Click the Merge button. A new window will appear, displaying the selected contact records side by side. You can view the PII for each record, as well as an aggregate summary of their contributions and disbursements to date.
Review the records, and choose the record you want to keep. The selected record will serve as the destination for the merged data, consolidating all transactions and addresses associated with the duplicate contacts into one record. The contact record you do not select will be archived after the merge.
Click the Merge records button at the bottom of the window to confirm the merge.

Expected Results

You will see a confirmation message that the merge was successful.
The contacts you chose to merge will no longer appear in the main contact list; they will be archived.
The selected record will now contain all transactions and contributions from the merged records.

Additional Notes

You can merge two or more contacts at once.
After a merge, the duplicate record or records will be archived. You can view them by typing their name into Advanced Search and changing the status to Archived. (All archived records can be searched for at once by leaving the search bar blank and changing the status in Advanced Search to Archived.)