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Duplicate Constituents and Merge Tasks Guide 06/14/2013 Blackbaud CRM 3.0 Duplicate Constituents and Merge Tasks US 2013 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced

How to fill out duplicate constituents and merge

How to fill out duplicate constituents and merge?

1. Identify duplicate constituents: Start by reviewing your database for duplicate constituents. Look for entries that have similar or identical contact information, such as names, email addresses, or phone numbers.
2. Determine the primary constituent: Once you have identified duplicates, determine which entry should be the primary constituent. This is usually the record that contains the most accurate or up-to-date information.
3. Update primary constituent data: Review the primary constituent's information to ensure its accuracy. Make any necessary updates or corrections to their contact details, preferences, or other relevant data.
4. Assess secondary constituents: Evaluate the duplicate entries to see if they contain any unique or valuable information that should be merged with the primary constituent's record. This could include additional notes, relationships, or engagement history.
5. Merge duplicate constituents: Using a constituent management system or database, merge the duplicate constituents into the primary one. Follow the platform's instructions to ensure a smooth and accurate merging process.
6. Update records and relationships: After merging, update any related records or relationships to reflect the changes. This includes updating family or organization affiliations, connections to other constituents, or any data that may have been affected by the merge.
7. Communicate changes internally: Notify relevant staff members or departments about the duplicate constituent merge and any updates made. This ensures everyone is aware of the changes and can access the most current and accurate information.

Who needs duplicate constituents and merge?

1. Nonprofits: Nonprofit organizations often deal with large databases of constituents, including donors, members, volunteers, and more. They may encounter duplicate entries due to various reasons, such as manual data entry errors or multiple transactions from the same person.
2. Customer Relationship Management (CRM) platforms: CRM platforms used by businesses or organizations to manage their customer or client data can encounter duplicate constituents. These platforms offer tools to identify and merge duplicates efficiently.
3. Membership-based organizations: Associations, clubs, or membership-based organizations typically maintain databases of their members. Duplicate constituents may arise when individuals update their contact information or renew their membership with different details.
4. Educational institutions: Schools, colleges, or universities often manage student or alumni databases. Duplicate constituents can occur when students' information is updated or changed over time, or when alumni update their contact details after graduation.
5. Customer support teams: Customer support teams in various industries may need to merge duplicate constituents to ensure accurate and streamlined communication with their customers. This helps avoid confusion or duplicate responses to inquiries or support tickets.

In conclusion, filling out duplicate constituents and merging involves identifying duplicates, determining the primary constituent, updating their data, merging duplicates with the primary record, and communicating the changes. This process is relevant to nonprofit organizations, CRM platforms, membership-based organizations, educational institutions, and customer support teams.

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What is duplicate constituents and merge?

Duplicate constituents and merge refer to the process of identifying and combining duplicate records or entries in a database or system.

Who is required to file duplicate constituents and merge?

Anyone who manages a database or system with constituent data may be required to file duplicate constituents and merge.

How to fill out duplicate constituents and merge?

Duplicate constituents and merge can be filled out by using software or tools that can identify and merge duplicate records.

What is the purpose of duplicate constituents and merge?

The purpose of duplicate constituents and merge is to ensure data integrity, improve data accuracy, and avoid redundancy in the database.

What information must be reported on duplicate constituents and merge?

The information reported on duplicate constituents and merge typically includes the duplicate records being merged, the reason for merging, and any changes made during the process.