Merge duplicate companies and contacts

Merge company or contact records to remove duplicates and maintain better data quality.

Overview

Plan availability: Essential/Advanced
Required user role: Manager with Business Admin rights

The merging process is the same for companies or contacts and is permanent once done. You can't undo it, so be sure you correctly selected the two objects to be merged. The merging process only involves two objects at the same time.

Let's take Object A and Object B as an example for the explanation, an object being a company or a contact. Object A is always being merged into Object B. This means that Object B's information will overwrite Object A's when the merge happens, following these rules.

Identify duplicates

At the top right of all company and contact records, in the more option menu, a Merge button indicates if some duplicates have been identified with a tooltip message displaying the names of the duplicates.

You can also choose to merge a contact or a company with another existing contact or company, even if they're not suggested as duplicates.

Specific rules for merging contacts

• It is possible to merge two non-user internal contacts: Yes
  Use the merge functionality on the contact page. See Merge companies and contacts.
• It is possible to merge a non-user internal contact into an active or disabled user, and vice-versa: Yes 
  Use the mapping functionality in the Administration page. See Map internal contacts to users.
  In this case, the merge button is non-clickable on the contact page for Deal users and is clickable but not actionable on the contact page for non-user internal contacts.
• It is possible to merge two users (active or disabled): No

Merge companies or contacts

Open Object A (i.e., a company page or contact page). Open the more option menu at the top right of the page and click Merge.

A two-step pop-up will open. In step 1/2, select the name of Object B.

In step 2/2, confirm the merge. Be careful, merging two companies or contacts cannot be undone. Some merged information about Object A will be lost after the merge.

Merging rules

Here are the rules applying to company and contact fields after the merge of Object A into Object B.

Following the merge, the activity streams of the companies and contacts are updated with all new information, including opportunities, meetings, and contacts.