Manage Duplicate Profiles

CommunitySuite creates new records for donors who give online when data is new or different in any of the following fields: first name, last name, phone, or email. Additionally, staff create profiles as they complete their work tasks, which may cause duplicate records to occur. Duplicate records can be deleted, edited, or merged as needed. It is recommended that you regularly scan your site for duplicate records. 

Duplicate work phone numbers do not flag duplicate profiles in the system if the profile names differ.

1. Navigate to the Profiles page and click Duplicates in the left-side menu.
2. Click a duplicate name, email, or phone number.
   
   

Duplicate Profile Options

Ignore

If you determine the profile is not a duplicate because they are different people or organizations, you can ignore the profile in the system.

1. Click Ignore in the left-side menu.
   • Ignored profiles will be grayed out on the Duplicates page.

Click Un-Ignore in the left-side menu to remove the ignore status from a profile.

Remove Ignored Profiles

You can remove ignored profiles from the Duplicate page.

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

Click List Reviewed in the left-side menu, and then click [unreview] next to the ignored profile(s) to add the profile(s) back to the Duplicates page.

Merge

If you determine the profile is a duplicate, merge the profiles together to create one profile.

1. Click Merge in the left-side menu.
   • If there are three or more duplicates, click the ID of the profile you want as the primary profile.
     
     
2. Click [merge] in the Similar Profiles section next to the profile you want to merge.
   
   
   • Alternatively, click Merge in the left-side menu. Enter the name of the profile to which you want to merge into the With Profile field, and then click the name from the drop-down list.
     
     
     
3. Click <-Swap To/From-> to switch the primary profile to the "To" column if it is not already there. 
   • Verify that any existing recurring donations will be on the primary profile in the "To" column.
   • You may also select the radio buttons from either profile to individually select the data that is being kept from each profile.
     
     
4. Click Process.
   
   

Tag Merge

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

1. Click Tag Merge in the left-side menu.
   • Alternatively, click the profile ID, and then click [tag merge] in the Similar Profiles section.
     
     
     
2. Click <-Swap To/From-> to switch the primary profile to the "To" column if it is not already there. 
   • Verify that any existing recurring donations will be on the primary profile in the "To" column.
     
     
3. Click Add to Merge Queue.
   
   

Merge Queue

1. Click Merge Queue in the left-side menu on the Duplicates page to review profiles in the Merge Queue.
2. Click [delete] to remove the duplicate submission from the Merge Queue, or click [merge] to combine the profiles.
   
   

Mark All As Reviewed

When your Duplicates page has profiles that have all been reviewed, you can use Mark All As Reviewed to clear the profiles from the Duplicates page. 

1. Click Mark All As Reviewed in the left-side menu after all duplicate profiles have been reviewed.
   • They will be added to the List Reviewed page.

List Reviewed

1. Click List Reviewed in the left-side menu to see previously reviewed duplicates.
   • Click [unreview] to unreview the profiles and add them back to the Duplicates page.