Bulk Actions - Merge Multiple Contacts

Using the Bulk Actions features in your Contacts/Smart Lists section, you can perform multiple one-off actions to selected or all contacts. Additionally, this feature allows you to retain additional email addresses and phone numbers during the merge process and set primary contact details with ease. With improved DND preference management, you can customize communication preferences for each channel individually. Here’s how to merge contacts using the bulk action feature:

Step 1: Choose Your Contacts 

• Navigate to your contacts.
• Check the box to select contact records. (You can choose 2-10 contacts for this specific action.)

You can also check the box at the top to select all on that page, and you can click the hyperlink to select all contacts in Referins.

Step 2: Choose Your Action

• Choose the icon for “Merge up to 10 Contacts”

• This will open a pop-up for you to select what information to maintain and overwrite between the contacts. The “Master Record” will be the maintained, default record.
• Contact Merging: Retain additional emails and phone numbers when merging contacts, with the option to set a primary email and phone.
• Advanced DND Management: Customize DND settings for each communication channel individually for better control.

Note: Ensure you review all mapped fields before confirming the merge to avoid any data discrepancies.

Use Cases:

1. Duplicate Contact Cleanup: When your contact list has duplicate entries for the same person or organization, you can use the merge feature to consolidate these records into a single, comprehensive contact.
2. Streamlining Communications: By merging duplicate contacts, you ensure that all communication, notes, and interactions are stored under one record, making it easier to track and manage.
3. Data Consistency: Merging contacts helps maintain accurate and consistent data across your contact list, reducing confusion caused by fragmented or duplicate information.

FAQs:

1. Q: How do I select contacts for merging?
   A: Navigate to your Contacts or Smart Lists section, and check the box next to the contact records you want to merge. You can select 2 to 10 contacts for this specific action.
2. Q: Can I merge more than 10 contacts at a time?
   A: No, the bulk action feature allows you to merge up to 10 contacts at a time. If you have more than 10 duplicates, you'll need to perform the merge in batches.
3. Q: What happens if I select more than 10 contacts for merging?
   A: The system will prompt you to reduce the number of selected contacts to 10 or fewer before you can proceed with the merge.
4. Q: What is a "Master Record," and how is it determined?
   A: The "Master Record" is the primary contact record that will be maintained after the merge. You can choose which record will serve as the Master, and select the information you want to keep or overwrite during the merge process.
5. Q: Can I undo a merge if I make a mistake?
   A: No, once contacts are merged, the action cannot be undone. It's important to carefully review the selected contacts and the information to be retained before completing the merge.
6. Q: What information can I choose to maintain or overwrite during the merge?
   A: During the merge process, you can select which details (such as name, email, phone number, etc.) to keep or overwrite from the selected contacts. The remaining data will be consolidated under the Master Record.
7. Q: What happens to roles and permissions after merging contacts?
   A: The highest role among the merged contacts will be assigned to the master contact. For instance, if one contact is an admin and another is a user, the merged contact will retain the admin role.
8. Q: Will course progress be merged when contacts are merged?
   A: Currently, course progress is not merged when contacts are combined. 
9. Can I customize DND settings for merged contacts?
   Absolutely! You can manage DND preferences individually for each communication channel during the merge process.