Merge Visible Records

If you see duplicate records that you may not notice in the Contact Search Center (i.e., the company name may be different) you can merge two or more visible contact records.

How does the data get merged?

When you designate a “survivor” record, that will be the one that stays in GoldMine.  The other contacts will be be merged to the survivor:

• The Primary contact of the duplicate record will be added to the Survivor as an Additional Contact with a designation that is was a Duplicate Record.

• History and Pending activities will be brought over.

• Any field information will be brought over if the field in the Survivor record is empty.

To Merge the Visible Contacts

1. Lookup first record.

2. Select View>>New Contact Window (Versions 5-7) or Window >> New Contact Window (Version 8). A second contact window opens.

3. Display the second record you are merging. Make the record you are keeping in the database the active Contact Record (Window is blue on top). 

4. Select Tools>>Merge/Purge Records>>Merge Visible Records. The Merge/Purge Visible Contact Records dialog box appears.  (If you don’t see this option then it is turned off.  Ask your Goldmine Administrator to enable this feature.)

5. The dialog box reminds you that the active Contact Record will survive. The information from the other records will be consolidated on the surviving record, and then the other records will be deleted.

6. Click Yes to proceed.

Merge Records from the Contact Search Center

Do you see duplicate contacts or companies when you are looking someone up in the Search Center?  Here is a quick way to merge obvious duplicate records.

How does the data get merged?

When you designate a “survivor” record, that will be the one that stays in GoldMine.  The other contacts will be be merged to the survivor:

• The Primary contact of the duplicate record will be added to the Survivor as an Additional Contact with a designation that is was a Duplicate Record.
• History and Pending activities will be brought over.
• Any field information will be brought over if the field in the Survivor record is empty.

IMPORTANT: GoldMine will update the first tagged contact record, and delete all other tagged contact records after merging information.

To Merge Tagged Records

1. Tag the records that you are merging.
2. Select Tools>>Merge/Purge Records>>Merge Tagged Records. The Merge/Purge Tagged Contact Records dialog box appears. (If you don’t see this option then it is turned off.  Ask your Goldmine Administrator to enable this feature.)
3. The dialog box reminds you that the first record tagged will be the surviving record with the data from the other records consolidated on that one record. Once consolidated, the other records will be deleted.
4. Click Yes.

Tagging Contact Records

You can tag, or select, multiple contact records in the Contact Search Center or the Activity List.

This simple method provides a way to temporarily build a group. After records are tagged, you can perform any standard merge operation on tagged records, including printing, sending e-mail and fax messages, and scheduling.

To Tag Contact Records

To tag records, perform one of the following in the Contact Search Center or the Activity List:

• Hold down CTRL, then click the mouse pointer on each record that you want to include in the group.

• Hold down SHIFT, then click the mouse pointer on the first and last records of a block that you want to include in the group.

• Press and hold SHIFT, press DOWN-ARROW and UP-ARROW to move to the record that you want to select, then press SPACEBAR.

You can remove the tag from any record selected in the contact listing by repeating the same steps by which you tagged the record.

If, after working with tagged records, you move on to other searches, a dialog box appears asking if you want to “Release all tagged records?” If you click Yes, the tags are cleared. If you click No, the tags stay active.