Connections

Managing Duplicates

Keep your connection database clean and organized by identifying and merging duplicate entries. The Manage Duplicates feature helps you find and consolidate duplicate connections based on matching names, emails, or phone numbers.

What is Duplicate Management?

Duplicate connections can occur when importing contacts, manually adding entries, or when contacts update their information. The Manage Duplicates screen helps you:

  • • Automatically scan your entire connection database for potential duplicates
  • • Review duplicate pairs with clear match indicators (name, email, or phone)
  • • Merge duplicates while preserving the best information from each connection
  • • Track your progress as you clean up your database

How to Scan for Duplicates

1

Navigate to the Connections page from your main menu

2

Click the "Manage Duplicates" button or link in the connections interface

3

Click the "Scan for Duplicates" button in the top right corner

4

Wait for the scan to complete. A progress indicator will show while scanning is in progress

5

Once complete, you'll see a list of all duplicate pairs found in your database

Scan Duration

The scan process may take a few moments depending on the size of your database. The page will automatically refresh when the scan is complete.

Understanding Match Types

Each duplicate pair is labeled with a match reason to help you understand why the system identified them as duplicates:

Name

Both connections have matching first and last names

Email

Both connections share the same email address

Phone

Both connections have matching mobile or work phone numbers

How to Merge Duplicates

When you find duplicate connections, you have three options for handling them:

1 Smart Merge (Recommended)

This option allows you to selectively choose which information to keep from each connection, creating the best combined record.

a

Review the duplicate pair

Each duplicate pair shows both connections side-by-side with their information

b

Select fields to keep

For each field (name, email, phone, address, etc.), choose whether to keep the value from Connection 1 or Connection 2

c

Use quick selection buttons

For each section (Basic Information or Address), you can quickly select all fields from Connection 1 or Connection 2 using the "Select All" buttons

d

Confirm the merge

Click "Confirm Merge" to combine the connections. The second connection will be deleted, and all related data (todos, notes, transactions, groups) will be transferred to the first connection

2 Keep First Connection Only

Use this option when you want to keep only the first connection's information and discard the second connection entirely.

Note: All data from the second connection (including todos, notes, transactions, and group memberships) will be transferred to the first connection before the second connection is deleted.

3 Keep Second Connection Only

Use this option when you want to keep only the second connection's information and discard the first connection entirely.

Note: All data from the first connection (including todos, notes, transactions, and group memberships) will be transferred to the second connection before the first connection is deleted.

What Gets Merged?

When you merge connections, the system automatically transfers all related data to ensure nothing is lost:

Connection Information

  • • Basic contact details (name, email, phone)
  • • Address information
  • • Business information
  • • Website and social links

Related Data

  • • Todos and tasks
  • • Notes and comments
  • • Transactions
  • • Group memberships
  • • Network relationships
  • • Email blast history

Dismissing Duplicates

If you determine that two connections are not actually duplicates (for example, two different people with the same name), you can dismiss the duplicate pair:

1

Click the "Dismiss" button on the duplicate pair you want to dismiss

Tip: Dismissed duplicates are removed from your duplicate list but both connections remain in your database. This is useful when the system incorrectly identifies two different people as duplicates.

Tracking Your Progress

When you run a scan, the system tracks your progress as you work through duplicate pairs:

Merge Progress

X of Y merged

60% complete

The progress bar shows how many duplicate pairs you've handled (merged or dismissed) out of the total found in the scan. This helps you track your cleanup progress.

Best Practices

Review Before Merging

Always review both connections carefully before merging to ensure you're keeping the best information

Use Smart Merge

The Smart Merge option gives you the most control and helps preserve the best information from both connections

Regular Scans

Run duplicate scans regularly, especially after importing new connections or making bulk updates

Dismiss False Positives

If two connections are not actually duplicates, use the Dismiss button to remove them from the duplicate list

Important Notes

  • • Merges cannot be undone: Once you merge two connections, this action is permanent. Make sure you've selected the correct information before confirming.
  • • Data preservation: All related data (todos, notes, transactions, groups) is automatically transferred to the kept connection, so nothing is lost.
  • • Network relationships: Any network relationships (connections between contacts) are also preserved during the merge process.
  • • Pagination: If you have many duplicates, use the pagination controls at the bottom to navigate through all duplicate pairs.

Need Help?

If you have questions about managing duplicates or need assistance with the merge process, please contact our support team. We're here to help you keep your connection database clean and organized.