Having duplicate records in your system is one of the fastest ways to complicate your Prophet experience. While you may be tempted to just delete the duplicate records, merging the records in Prophet will preserve any links, associations, notes, and data that the records may have had. The record that has been most recently modified will be used as the primary record, and then any fields not present in the primary record will get filled in from the secondary records. If you are not sure which record is the primary record, bring in the Modified Date Column into your view, or open the record and make a note and save it to ensure it is the most recently modified record.
There are many new ways to consolidate records in Prophet and this guide will walk you through them all.
If you have a build older than 7.8.300, you will need to upgrade to the latest version otherwise you will only be able to merge records from the manager views.
Click here for steps on how to update to the latest version of Prophet CRM.
How to merge Contact and Company records in Prophet CRM from the manager view.
If you’ve got duplicate records in your Contact or Company Manager, this video will show you the easiest way to merge them without losing any data. The steps to merge Contacts and Company records are the same.
Step One: Select the records that you’d like to merge. You can hold down the control key to select multiple rows. Right click on the selected records and click on Merge Contact/Company.
Step Two: A window will appear allowing you make any necessary changes before you merge the records.
Step Three: Once the data is correct, click Merge from the lower left corner of the window to consolidate the records.
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How to merge Contact records from within a Company record.
If you’ve opened up a company record and notice duplicate contacts, these steps will show you how to merge them without having to open up the Contact manager.
Step One: Open up the company record with duplicate contacts.
Step Two: Select the records that you’d like to merge. You can hold down the control key to select multiple rows. Right click on the selected records and click on Merge Contact.
Step Three: A window will appear allowing you make any necessary changes before you merge the records.
Step Four: Once the data is correct, click Merge from the lower left corner of the window to consolidate the records.
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How to merge Contact and Company records from Prophet Global Search.
If you open up Prophet Global search and notice duplicate Contact and Company records, you can now merge them straight from the search window without opening up their respective Prophet Managers. The steps to merge Contacts and Company records are the same.
Step One: Open up the Prophet Global Search window with the duplicate records.
Step Two: Select the records that you’d like to merge. You can hold down the control key to select multiple rows. Right click on the selected records and click on Merge.
Step Three: A window will appear allowing you make any necessary changes before you merge the records.
Step Four: Once the data is correct, click Merge from the lower left corner of the window to consolidate the records.
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