Microsoft Dynamics® CRM Training
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In this video we are going to walk through the steps of merging records in Microsoft Dynamics CRM Online 2011. Merging records is a useful tool, especially when used congruently with Duplicate Detection. (For more information, watch the Duplicate Detection Rules video.)
Sometimes when your CRM Online system detects duplicate records, the data in those records may not be identical. For example, they may have the same name, but one has an e-mail address that the other does not. Before deleting one of the duplicate records, you can merge the two, thus combining all of the data into one record. This way you do not accidently delete any important data.
It is important to note that this task requires permissions found in all security roles in CRM Online.
The first step is to navigate to the Workplace module. From there, select locate the two records you wish to merge. You can merge Account, Contact, or Lead records. For the purposes of this video, we’ll select two Contact records. (Click Contacts in the navigation pane and select a view containing the records you wish to merge. Then select the two records.)
Once we’ve highlighted the two records click the Merge button in the ribbon.
This will open the Merge Records window. This is where we indicate which is our Master Record, thus identifying our subordinate record. Once we choose a Master Record, all the fields of that record will automatically be selected. We must then choose the individual fields from the subordinate record we want to include in the master record. Since the master record does not include an address, and the subordinate record does, we’ll click in those fields. When we’re done identifying fields for our master record, we click OK.
Then we get a notification that says, “The selected records are merged and the subordinate record is deactivated.” It’s important to point out that deactivated does not mean deleted. The record still exists, and we can activate it again if we so choose, but we can also delete it permanently.
(You can verify that by opening the subordinate record and seeing the alert message printed near the top of the form indicating that the record was merged and deactivated.)
The Merge functionality is a useful tool that prevents important data from being lost by allowing users to consolidate records. This helps you keep your CRM Online system organized and up to date.
Thank you very much for your time.