Manage Duplicate Profiles

If it is determined that the profile is not a duplicate because they are different people or organizations, then the profile can be ignored in the system.

To ignore a profile that has been flagged as a duplicate in CommunitySuite:

1. Navigate to the Profiles page and click Duplicates in the left-side menu.
2. Click a duplicate name, email, or phone number.
    
3. Click Ignore in the left-side menu.
   • Ignored profiles will be grayed out on the Duplicates page.

Un-Ignore a Profile Duplicate

To remove the ignore status from a profile in CommunitySuite:

1. Navigate to the Profiles page and click Duplicates in the left-side menu.
2. Click the grayed out duplicate name, email, or phone number that was previously ignored.
3. Click Un-Ignore in the left-side menu.

The profile will no longer be grayed out on the Duplicates page.

Remove Ignored Profiles

Ignored profiles can be removed from the Duplicates page.

1. Navigate to the Profiles page and click Duplicates in the left-side menu.
2. Click Mark Ignore As Reviewed in the left-side menu.

If you wish to return the ignored profiles to the Duplicates page, click List Reviewed in the left-side menu, and then click unreview next to the ignored profiles batch.

 

If it is determined that the profile is a duplicate, merge the profiles together to create one profile.

To merge two profiles in CommunitySuite:

1. Navigate to the Profiles page and click Duplicates in the left-side menu.
2. Click a duplicate name, email, or phone number.
    
3. Click Merge in the left-side menu.
   • If there are three or more duplicates, click the ID of the profile that will become the primary profile, and then click Merge in the left-side menu.
      
   • Enter the profile name in With Profile and select the profile from the drop-down list.
      
4. Click <-Swap To/From-> to switch the primary profile to the "To" column if it is not already there, and then click Process.
   • Verify that any existing recurring donations will be on the primary profile in the "To" column.
   • Alternatively, select the radio buttons from either profile to individually select the data that is being kept from each profile.
   • If both fields contain information in the "From" and "To" columns and a radio button option is present, a selection will need to be made and the information in the other field will not be maintained. It is recommended to make note of the field information that is not selected if it is needed for the record or take a screenshot of both profiles before merging. 
     • If information is provided in both the "From" and "To" columns without a radio button option, the information in the "To" column will be maintained.
     • Profile information that does not appear on the Merge Profile page, such as Fund Beneficiary, will default to the "To" profile.

Tag Merge adds duplicates to the Merge Queue until the merge is approved. 

To add duplicate profiles to the Merge Queue for approval before merging in CommunitySuite:

1. Navigate to the Profiles page and click Duplicates in the left-side menu.
2. Click a duplicate name, email, or phone number.
    
3. Click Tag Merge in the left-side menu.
4. Click <-Swap To/From-> to switch the primary profile to the "To" column if it is not already there, and then click Add to Merge Queue. 
   • Verify that any existing recurring donations will be on the primary profile in the "To" column.
      

To merge two profiles by ProfileID in CommunitySuite:

1. Navigate to the Profiles page and click Duplicates in the left-side menu.
2. Click Merge IDs in the left-side menu.
3. Enter the first ProfileID into the ProfileID field, enter the second ProfileID with which it will be merged into the Merge ProfileID field, and then click Next.
    
4. Click <-Swap To/From-> to switch the primary profile to the "To" column if it is not already there, and then click Process.
   • Verify that any existing recurring donations will be on the primary profile in the "To" column.
   • Alternatively, select the radio buttons from either profile to individually select the data that is being kept from each profile.
   • If both fields contain information in the "From" and "To" columns and a radio button option is present, a selection will need to be made and the information in the other field will not be maintained. It is recommended to make note of the field information that is not selected if it is needed for the record or take a screenshot of both profiles before merging. 
     • If information is provided in both the "From" and "To" columns without a radio button option, the information in the "To" column will be maintained.
     • Profile information that does not appear on the Merge Profile page, such as Fund Beneficiary, will default to the "To" profile.

The merge queue contains profiles for which Tag Merge has been used. These require approval before merging takes place. The requests in the queue can be deleted.

To review and process profiles in the Merge Queue:

1. Navigate to the Profiles page and click Duplicates in the left-side menu.
2. Click Merge Queue in the left-side menu 
3. Click Delete to remove the duplicate submission from the Merge Queue, or click Merge to combine the profiles.
    

After all profiles on the Duplicates page have been reviewed, use Mark All As Reviewed to clear the profiles from the Duplicates page. 

To clear all reviewed profiles from the Duplicates page in CommunitySuite:

1. Navigate to the Profiles page and click Duplicates in the left-side menu.
2. Review the duplicates listed.
3. Click Mark All As Reviewed in the left-side menu.
   • Profiles will be added to the List Reviewed page.

To view previously reviewed duplicate profiles or return them to the Duplicates page:

1. Navigate to the Profiles page and click Duplicates in the left-side menu.
2. Click List Reviewed in the left-side menu to see previously reviewed duplicates.
3. Click Unreview to unreview the profiles and add them back to the Duplicates page.