Keeping your contact database neat and tidy means that sometimes you need to handle duplicates. Our Manage Duplicates tool helps you find duplicate contacts and easily manage them with a few clicks.
Identifying Duplicates in Keela
How does Keela identify potential duplicates?
Keela's Manage Duplicates tool identifies duplicates in your database using the following matching criteria:
- Primary Email Address
- Full Name, or Organization Name if Full Name is not present
Note: The data in these fields must exactly match in order for Keela to identify the contacts as duplicates. This includes spaces, so check your data carefully for these.
Quick Tip: If your data does not match exactly (i.e. "John Smith" and "John Joseph Smith"), you can manually edit one of the records to have the same Primary Email Address or Full Name/Organization Name as the other one. Keela will then be able to identify them as duplicates.
How do I use the Manage Duplicates check for duplicates?
- In your CRM, click on the gear icon in the upper right and select Manage Duplicates
- Keela will present a list of duplicates that it has found based on the matching criteria. You can see the contacts identified as duplicates by clicking the drop-down arrow next to each email or name listed.
Note: If contacts share the same Primary Email and Full Name/Organization Name, they will be listed twice:
Managing Duplicates in Keela
What actions can I take when a duplicate is found?
When a potential duplicate is found, you'll have 2 options for handling the duplicate.
- Merge - combine the duplicates together.
- Ignore - the duplicates will be ignored - no action will be taken.
How does merging work?
To merge contacts, you'll first select a Primary Contact. The Primary Contact will be kept and the duplicate contacts will be removed.
All the information from the Primary Contact will be retained, while information from the duplicate contacts will be added to the Primary Contact wherever possible.
Note: Not all data can be retained when contacts are merged, as some fields can only store one set of data. See the section below titled What happens to the data when records are merged for more detailed information.
How do I merge contacts?
First, select the Primary Contact using the check box on the left (1). If you're not sure which Contact to choose, you can click on each name (2) to review the Contacts first.
After selecting your Primary Contact, click the green button on the right to merge the contacts. You'll receive a pop-up message asking you to confirm. Once you do, the duplicates will be removed from the view.
If you have several contacts to merge, select the Primary Contacts and then use the Merge All button to merge each set of duplicates together in one step.
How does ignoring work?
To temporarily ignore duplicates, you can click the red X button on the right to remove them from the list for now.
Note: The duplicates will re-appear in the list the next time you open the Manage Duplicates tool.
What happens to the data when records are merged?
When multiple Contact records are merged, the Primary Contact is updated with information from the duplicate contacts.
Exactly what information is updated depends on what kind of data it is, and what field it is in.
Contact Profile Fields
Single Value Fields
Information in fields that can contain only a single value is kept for the Primary Contact and ignored for duplicate contacts. Here are some examples of fields that contain single values:
- Full Name
- Preferred Name
- First, Middle and Last Name
- Birth Date
- Organization Position
- Primary Email Address
- Primary Address
- Membership Start or End dates
- Custom Fields with a single value type (Single Select, Number, Date and Time, Yes/No, Text)
Multiple Value Fields
Information in fields that can contain multiple values is added to the Primary Contact. Here are some examples of this:
- Custom Fields which can contain multiple values (Multiple Select)
- Additional Phone Numbers
- Additional Email Addresses
Additional records on contacts
When you merge multiple contacts which have existing additional records, such as:
- Interaction records
- Email records
- Donation records
- Revenue records
- Pledge records
- Membership Plan records
- Followup records
- Volunteer records
All of these records for the duplicate contacts will be migrated to the remaining Primary Contact. No records will be removed during this process.