Managing your records efficiently is essential for smooth operations. Whether you’re dealing with duplicate entries, restructuring your data, or consolidating information for better clarity, merging lead or customer records is your go-to solution. Let’s explore how you can handle this process with ease and confidence! 🛠️
Who Can Merge Records?
🔑 Only users with the Merge Records role can perform this action. If you’re unsure about your permissions, check with your admin or team lead.
Why Merge Records?
Merging records can be useful in various scenarios, such as:
Duplicate records: Combining two records of the same lead or customer to avoid confusion. 🤔
Data consolidation: Merging tasks, files, or contacts from separate records into one. 📂
Restructuring needs: Aligning records to new workflows or organizational changes.🗂️
⚠️Remember: Once a record is merged, it’s sent to Customer or Lead Management in Staging for deletion. Deletions are permanent, so double-check your actions. Accessing staging requires permission, so contact your Layer Admin to ensure you have the required access.
Rules for Merging Records
Like-to-Like Merges Only:
Leads can only be merged with other leads. 🔗
Customers can only be merged with other customers. 🔗
No Mixing Allowed:
A lead and a customer cannot be merged. 🚫
📌Important Points to Keep in Mind
Core Field Data Stays Static: Key fields like Source, Status, Employees, and Area cannot be merged.
Double-Check Everything: Ensure all selections and records are correct before completing the merge.
How to Merge Records (Step-by-Step)
Here’s how to perform a merge like a pro:
1. Access the Record
🔍Go to the record you want to merge into another.
2. Open the Actions Menu
📋Click the Actions menu and select:
Merge Lead Record (for leads)
Merge Customer Record (for customers)
3. Choose the Target Record
🛠️ Select the record you want to merge into and decide which aspects (e.g., tasks, contacts, files) you’d like to carry over.
4. Review the Delete Option
✅ The option to Delete Lead After Merge or Delete Customer After Merge is enabled by default. Confirm if this aligns with your intent before proceeding.
5. Confirm and Complete
🎯Hit Save and review the confirmation message to ensure everything looks right.
What to Expect After a Merge
📧 After initiating a merge, you’ll receive an email notification with one of these subject lines:
Scheduled Task - Purge Customer Deletions - Queued
Scheduled Task - Purge Customer Deletions - SUCCESSFUL
Scheduled Task - Purge Company Training Data - FAILED
These updates help you track the progress of your merge and deletion tasks.
Final Thoughts
Merging records isn’t just about fixing duplicates—it’s a versatile tool for managing and refining your database. By following the above steps and keeping the rules in mind, you’ll keep your records clean, accurate, and ready for action.
Need assistance or have questions? Reach out to our support team—we’re here to help!😊
✨ Pro Tip: Make it a habit to review your records regularly to reduce the need for merges and maintain an efficient system.
Happy merging! 🎉