Merging Contacts

You use the contact merge functionality to merge one contact record into another. Use this functionality when you have two or more contacts on your contact list that represent one individual contact. In the Merge from field, you enter the contact you want to remove; in the Merge Into field, you enter the contact you want to keep in the database. When you merge one contact into another, the Merge from contact is permanently removed from your e-automate database. All historical associated tasks, equipment, contracts, etc. are reassigned to the Merge into contact.

Merging is a permanent action. You should only merge when:

You are absolutely sure you have duplicate contact records

You have just backed up your e-automate database

You have no other users on the system, during low usage

When you merge, e-automate examines the Merge from contact and the Merge into contact for specific conditions. For example, e-automate checks to see if both contacts have the same address. If the addresses do not match, e-automate warns you that these may not be the same contact. The system also checks the active status of the contacts.

Getting to the TransactionGetting to the Transaction

From the e-automate toolbar, select People > Contacts. The Contacts list window opens.

From the list of contacts, select the Merge contact.

Note: The Merge contact is the contact to be removed.

Click [Merge] to open the Contact Merge window.

Note: You must have merge rights to perform a merge. See your system administrator for appropriate rights.

Basic InformationBasic Information

Read the informational warning located at the top of the Contact Merge window.

In the Merge from field, verify the contact selected. Use the lookup icon to select a different contact as needed.

In the Merge into field, use the lookup icon to select the Into contact.

Note: The Merge into contact is the contact that stays in the e-automate database and receives all the merge contact’s equipment, contracts, activities, etc.

Completing the TransactionCompleting the Transaction

Click [OK] to begin the merge process.

The Attention Required window displays, asking if you are sure you want to continue. To cancel, click [No]. To continue, click [Yes].

Because this is a permanent action, e-automate verifies a second time that you want to merge with a warning that the transaction is irreversible. If you are sure, click [Yes]. To cancel, click [No].

If you clicked [Yes] in the previous step, e-automate permanently removes the Merge from contact and reassigns all associated e-automate references to the Merge into contact, and then reports the merge was successful. Click [OK] to acknowledge the message.