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Merge Duplicate Contacts in Command

Paul Polansky
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We now have the ability to merge duplicate contacts in Command! You can select two contacts, in the Contacts Applet, choose the contact you want to keep, and the system will merge the information from the other contact into the primary.

 

Before you start merging contacts, it's important to know how the data will merge. Empty fields will be populated with the information from the other contact. Some of the data will truly merge (tags, notes), with you not losing the information. Some information from the other contact will be merged, but moved from the "Primary" spot (contact information), and some information will be lost totally if both contacts have that field populated (description).

  • Click here to see a full breakdown of how information is merged.
  

This is a quick and easy process, with the ability to see how the data will merge before completing the action. Once this is done, the information from the other contact will merge with the primary, and the other contact will be permanently deleted (with no way to undo).

  • You can also do this if you are on a team, and there are a few extra considerations in the team account. Click here to learn more.

To merge duplicate contacts in Command:

1. Log in to http://agent.kw.com with your Keller Williams login credentials.


2. Click the Contacts icon, icon contacts.png, on the left side of page.


3. Select the contacts you want to merge by clicking the check box to the left of their names.

contacts select for bulk merge.png


4. Click in the Select Bulk Action drop-down, above the Name column, then select Merge.

contacts bulk merge option.png


5. Next, choose the contact you want to keep, then click Continue, at the bottom right of the screen.

  • While you are looking to see which one to keep, you can click Show More, at the bottom of the screen, to see more information about both contacts.
 

There are a few reasons why a contact cannot be chosen as the contact to to merge (and lose):

  • The contact is active on a SmartPlan - if you have added the contact to a SmartPlan, and it hasn't gone all the way through the workflow, you won't be able to select the contact as the one to merge (and lose) until you remove the contact from that SmartPlan.
  • The contact is associated with an Opportunity - if the contact is associated with an Opportunity, you won't be able to select the contact as the one to merge (and lose) until you remove that contact from the Opportunity (you can then replace it with the contact you want to keep here).
  • The contact is registered and connected to your KW App/Site - if the contact registered on your KW App or Site, you won't be able to select the contact as the one to merge (and lose). There is no way to remove the connected status for a contact.

The system will prevent you from selecting contacts in these situations as the one to merge (and lose) and will let you know why. If both contacts are in any of these situations, you won't be able to merge the contacts until you take action on at least one of the contacts.

  
contacts merge select contact to keep1.gif


6. Finally, there is a review step which will show you a high-level view of how the data will merge. Once you are sure about your selection and ready to merge (which will cause the other contact to be deleted without the ability to undo) click Merge & Delete Duplicate.

contacts merge merge and delete duplicate.png

 

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