Merge Duplicate Organizations

This video provides a brief overview of merging duplicate organizations and some best practices.

To merge duplicate organizations into a single organization, search for the duplicates, select the organizations to merge, select a primary organization, and finish the merge process.

1. Click Search in the upper navigation bar, and then click Organizations to navigate to the Organizations page. 
2. Click Duplicate Search to view a list of all duplicate organizations.
   • Alternatively, enter the name of an organization, and then click Search to see all organizations that match the name entered.
   • The Duplicate Search button will only list organizations with the same tax ID. If two or more organizations share the same or similar name but do not have values populated in the tax ID field, the Duplicate Search button cannot be used to merge them. Instead, perform a regular search with the organization's name to find duplicates.
     
      
3. Check the box next to each duplicate organization to merge them into one organization, and then click Merge Selected Organizations.
   • Duplicates can only be merged for one organization at a time and cannot be done in bulk for multiple organizations.
      

4. Click the Primary radio button next to the duplicate to use it as the primary organization.

    

   Read the warning message on the GLM page carefully before proceeding. There is no way to undo this action. 

    

   Some key points include the following:

   • All other duplicates in the list will merge into the one selected as the primary organization.
   • Only the primary organization will be left after finishing the merge, and it will contain the contacts, requests (both current and historical), charity check records, comments, and documents from the duplicate organizations being merged.
   • The following information for the primary organization will remain the same, even if differences exist within the duplicates: organization name, tax ID, organization contact information, description, primary contact.  
   • When organizations with a pinned comment are merged, pinned comments will be handled as follows:
     • If there is a pinned comment on the organization identified as "Primary" during the merge, that comment will remain pinned on the remaining organization.
     • If there is no pinned comment on the organization identified as "Primary" during the merge but there is a pinned comment on only one of the other organizations being merged into the "Primary," then that pinned comment will be maintained and appear in the Comments tab of the remaining organization after the merge. 
     • If there is no pinned comment on the organization identified as "Primary" during the merge and there is a pinned comment on more than one of the other organizations being merged into the "Primary," then no pinned comment will be maintained as each organization can only have one pinned comment; however, all comments from all organizations being merged will be added to the Comments tab of the remaining organization and can be re-pinned after the merge.
5. Click Finish Merge.
    
6. Type MERGE in the pop-up, and then click OK.
   
     

This workflow allows you to separate one organization into two organizations. You will want to un-merge organizations if two organization were merged on accident or if you need to separate the organization into two organizations. 

To un-merge two organizations, follow this workflow:

1. Create a new organization using Add an Organization. 
2. Move requests and contacts to the new organization using the steps in Add and Remove Applicants to Multiple Organizations. 
3. Remove the requests and contacts from the original organization.