Combine Duplicates

Combine Duplicates lets you find and merge duplicate records into a single new record. Two methods are available: search by criteria to automatically find potential matches, or manually select the records to combine. The Delete Merged setting in the Organization utility determines whether the source records are deleted or kept and marked as duplicates.

Search for duplicates using filters

The utility automatically matches on organization and last name. You can narrow results with additional filters. All filters use AND logic, so adding more filters narrows the search.

Available filters:

1. First Name Characters: Number of matching characters required in the first name. Default is 4; range is 0 to 99. Includes Compare Title and Compare Suffix options.
2. Address Characters: Number of matching characters required in the address lines. Accepts 0 to a two-digit value. Includes Compare City and Compare State options.
3. Postal Code Characters: Number of matching characters required in the postal code. Accepts 0 to a two-digit value.
4. Compare Phone Number: Also matches on the phone number.

To search for and combine duplicates:

1. Set the filters you want to use. To start over, click Clear Filters.
2. Click Search. Possible duplicates display, grouped with an explanation of why they matched.
3. Review each group. For each record, the following columns display: Identifier, Name, Address, Phone Number, and Applications.
4. For each group, set the drop-down list for every record:
   • Don't Combine: Skip this record. Leave this selected for any group you do not want to merge.
   • Primary: Keep this record. Its values are used as defaults for any conflicting fields.
   • Combine: Merge this record into the Primary.
5. Click Combine Selected People in this grid.

The conflict resolution screen displays. See Resolve field conflicts below.

Combine duplicates manually

Use the Manually Combine Names utility when you want to pick specific records to merge rather than searching by criteria.

1. On the Combine Duplicates screen, click Manually Combine Names.
2. Click the first (not set) link or the Search icon. The Person Search screen displays.
3. Search for the record:
   • By default, the Name field searches last names and organizations.
   • To search by first and last name, enter the search in lastname, firstname format.
   • You can also filter by City and State.
4. Select the record and click Select. To return without choosing a record, click Cancel.
5. Click the next (not set) link and repeat to add more records. You can select as many duplicates as needed.
6. Click Compare.

Note: To search by first name only, start the search with a comma (for example, ,James). To display a complete list of individuals, search for just a comma.

The conflict resolution screen displays. See Resolve field conflicts below.

Resolve field conflicts

After you click Combine Selected People in this grid or Compare, any fields with conflicting values across the selected records display for review. These may include Title, Salutation, First Name, Middle Name, Marital Status, Gender, Federal Identification, and any conflicting phone fields.

1. For each conflicting field, select the desired value from the drop-down list.
2. Click Combine.

Note: The Family, Anniversary Date, and Graduation Date fields relate to Arena and can be ignored during the combine process.

Combined record results

The newly combined record opens automatically.

Important: The record marked as Primary (filter search) or the first record selected (manual combine) serves as the default for any conflicting fields. Employee and vendor information, such as compensation, deductions, and terms, is retained from this record, and conflicting information on the other selected records is discarded. All financial history is retained from every selected record, regardless of which is marked Primary.

Whether the merged source records are deleted or kept and marked as duplicates depends on the Delete Merged setting in the Organization utility.

Updated June 17, 2026 06:42