Simply Stakeholders has a deduping program (removes duplicate records) that identifies and prevents duplicate records. Sometimes, however, the minimum matching requirements are not met and a duplicate record is created; or a stakeholder changes their name or email address and you need to merge records. Other times a record may be merged automatically but you may wish to create separate records - such as with duplicating a record to later edit with unique details.
To merge or unmerge Stakeholders you must be an Administrator in your Simply Stakeholders account. If you are not an Admin, please reach out to your Admin for your project or account to merge the records.
To merge a Stakeholder:
Navigate to the Admin Settings > Tracking & Data Organisation > Merge stakeholders:
Screenshot shows location of Merge Stakeholders menu
Select Merge Type > Manually merge stakeholders:
Screenshot shows drop-down menu showing Manually merge stakeholders
Choose your Search Criteria and Filter - e.g. First Name and group P-T:
Screenshot shows Merge Stakeholders Interface, highlighting the Filter menu, the category P-T is selected, indicated with a tick
Select your records to merge, you can review each record to make sure that you are merging into the correct record, click on the eye icon to view the record summary:
Screenshot shows Preview icon (eye) highlighted for a Stakeholder
Select the records you wish to merge and then click the Merge button. Note that merging stakeholders will combine (contact details, interactions and tasks) of all records to the selected record. Only unique data will be retained for the selected record, such as Custom Fields, Stakeholder Mapping, Address Details:
Screenshot shows two duplicate records selected (ticked) and circled in red in the Merge Stakeholders interface, with the Merge button in the top right also circled in red
Screenshot shows the Merge Stakeholders pop-up box asking the user to select which Record to merge into (retain)
The record you merge into will be retained and will then no longer appear in the Search Duplicate Records table.
To unmerge a Stakeholder:
Navigate to the Admin Settings > Tracking & Data Organisation > Merge stakeholders:
Select Merge Type > Auto merged stakeholders:
Screenshot shows drop-down menu showing Auto merged stakeholders
Find your Merged Stakeholder and then select the Unmerge button
Screenshot shows Auto merged Stakeholder interface,with records in a table view and an Unmerge button to the right of the row
You will receive a warning that "Unmerging this record will restore the duplicate record. Are you sure you want continue with this action?" Click Yes to continue to restore your duplicate record:
Screenshot of Warning popup window
Select the duplicate record and then ensure you edit the first or last name fields or the email or phone number fields so that the record is unique and will not retrigger the deduping function.
For more help
For more information, to arrange a demo or for product training please contact your Customer Success Account Executive or email [email protected].