Managing group records

After you have viewed the duplicate groups, you can select records to be merged, deleted, or kept.

Only one user at a time can manage a particular duplicate group. However, multiple users can simultaneously manage different duplicate groups. For example, user Tim can review groups 1 through 10 and user Susan can simultaneously review groups 11 through 20, but user Tim and user Susan cannot review group 30 at the same time.

From Customers, select Manage duplicates, click Manage Groups, and select the Action tab

Select this tab to view the groups and records within the groups you have created. The group includes the records associated with each group, along with the name and address information for each record. To see more information about the individual records in the group, click Choose Columns and select additional fields or columns.

After viewing the records in the duplicate groups, select the Action tab. Select the record to retain, the addresses to keep, the addresses to use for preferred mailing and preferred billing, the records to merge into the retained record, and the records to delete. There is also an option to keep a record unchanged.

Displays the address of the Retain ID. You can enter a new address or select an address from the drop-down list.

Displays the street address of the Retain ID. You can enter a new street address or select a street address from the drop-down list.

Displays the home address of the Retain ID. You can enter a new home address or select a home address from the drop-down list.

Select this option to specify the Address, Street Address, or Home Address as the preferred mailing address.

Select this option to specify the Address, Street Address, or Home Address as the preferred billing address.

Lists the IDs currently selected to be kept “as is.” You can use the < and > buttons to move the IDs that are to be kept “as is” to this list.

Lists the IDs currently selected for merging into the Retain ID. You can use the < and > buttons to move the IDs that are to be merged with the Retain ID to this list.

Note: Initially, all of the IDs in the duplicate group are placed in the IDs to Merge list.

Lists the IDs currently selected for deletion. You can use the < and > buttons to move the IDs that are to be deleted to this list.

Used to clear the Retain ID field, the IDs to Keep list, and the IDs to Delete list.

(read only) Displays the number of the currently displayed group (y) and the total number of duplicate groups (z).

Displays the first duplicate group. The group is displayed on the Group tab on the Manage Groups view of the Duplicate Merge Manager window.

Displays the DMM GoTo Sequence Number window, where you can enter the sequence number of the next duplicate group to review.

Displays the previous duplicate group. The group is displayed on the Group tab on the Manage Groups view of the Duplicate Merge Manager window.

Displays the next duplicate group. The group is displayed on the Group tab on the Manage Groups view of the Duplicate Merge Manager window.

Used to load the duplicate groups that were saved to the permanent tables during the current or previous Duplicate Merge Manager sessions. You can then manage and merge these groups, as well as continue to find, manage, and merge new duplicate groups. Duplicate groups that were previously found and saved are not accessible until you click the Saved Groups button.

Used to display the About DMM window. Duplicate Merge Manager version information displays in this window.

Note: A Retain ID is required in order to process the merge.

1. Select Manage Groups to display the Manage Groups view on the Duplicate Merge Manager window.

2. Click Find Group, GoTo Group, Previous Group, or Next Group to select the duplicate group for which you wish to make selections.

3. Select the Action tab. The Action tab displays on the Duplicate Merge Manager window.

Note: Initially, all of the IDs in the duplicate group are placed in the IDs to Merge list.

4. Select the Retain ID from the drop-down list of available duplicate record IDs. Only one ID per group can be selected as the Retain ID.

5. Select the addresses to be retainedd for the Address, Street Address, and Home Address (Main, 2nd, and 3rd) from the drop-down list.

Note: Prompts for the three address fields are based on the prompt names set in the Customer Setup – Address and Notes window (from Customers, select Set up module> General, and click Address and Notes).

6. Select the preferred mail address by selecting the Preferred Mail option to the right of the Address, Street Address, or Home Address.

7. Select the preferred billing address by selecting the Preferred Bill option to the right of the Address, Street Address, or Home Address.

This example of the Action tab in the Manage Groups view on the Duplicate Merge Manager window shows the Preferred Mail and Preferred Bill options set for the Street Address and Home Address, respectively.

Note: If you do not change an Address selection or a Preferred Mail or Preferred Bill preference, the address information for the Retain ID remains the same as it was before the merge.

There may be records in the duplicate group that you determine are not duplicates and that you want to maintain as they currently exist in iMIS. In this case, you can move these records from the IDs to Merge list to the IDs to Keep list.

2. Click < to move the selected IDs to the IDs to Keep list. These IDs will be ignored during the merge process.