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Client Duplication Merge

  • Updated

The Client Duplication Management feature is used to identify and merge duplicate client records in the system.

This process works by exporting a special Excel file listing potential duplicates, editing it to specify merge instructions, and then re-uploading it to perform the merges.

How It Works
Export Merge Excel-file 

  1. This will generate an Excel file (Client-Duplication-Excel) containing a list of all possible duplicate clients detected in the system.
  2. The file includes relevant client data and merge conflict details, allowing manual review and decision-making.
  3. Once the export process completes, an email notification is sent to the requesting user (and optionally to an additional email address provided in the field above).
  4. Optional: Enable “Also send email to” and provide an email address to notify another recipient.

Update the Excel file

  1. Open the exported Excel file. 
    It will contain several columns/rows, depending on how many potential duplicates were found in the system. 
  2. For the Merge to Client column, enter the Client Number of the Client you want to preserve and merge the other Clients into.
    • If Row 1 contains columns Dup1, Dup2, and Dup3, which contains a Client Number in each cell, in the Merge to Client cell, enter the Client Number that is in Dup1, Dup2, or Dup3.
      • Example... Merge to Client contains the Client Number from Dup2.
        • This means the system will merge Clients from Dup1 and Dup3 into the Client Number in Dup2.
    • If you do not want to merge, leave Merge to Client blank.
  3. The file will have specific columns for indicating merge actions and resolving conflicts.
  4. Save the file once edits are complete.

Upload Merge Excel-file 

  1. Upload the modified Excel file back into the system.
  2. The system will process the merge instructions and combine the specified duplicate records.
  3. If any merge conflicts are detected during processing, they will be included in the notification email.

Key Notes

  • The process ensures that merges are controlled and reversible only before upload — once the merge is processed, changes are permanent.
  • Only duplicates detected by the system will appear in the export; new duplicates must be found by running a fresh export.
  • Ensure that the Excel format is preserved — do not remove or rename required columns.
  • Use the Also send email to option if additional team members should receive the merge result report.