How do I combine records?

In order to combine records within Redtail CRM, you first need to bring up the records you would like to combine on your Advanced Search page.

As an example, let’s say that you mistakenly created two Client Records for Robert Randolph.  To bring up his records on the Advanced Search page, you could search for "Randolph,” at which point you might see something like the below:

Note that this search brought up everyone with "Randolph" in their name from your database.  To combine the two records for Robert Randolph, you would need to place checks next to the two instances of his name (as in our example above) and then click on the “Combine Selected Contacts” link in the Options pulldown menu to the right of your Search Results.  You would then see a dialog that looks like the following:



You would then select the record that you want to KEEP by placing a check next to it.  All other records on this Combine dialog will be combined into that one record and then marked for deletion.  After selecting the record you want to keep, click on the “Combine Contacts” button and the records will be combined.

Additionally, you may need to do some cleanup after combining records.  Since phone numbers, addresses and internet addresses do transfer from one record to another when combining, you will want to check to verify that you don’t have two different field values for the same type of phone number, address or internet address after the combination.

One final note - You should be aware that not all data will transfer from the deleted record to the record you are keeping.   Here’s a list of data that does transfer when combining records and a list of data that does not:

Data that transfers when combining records:

Phone Numbers
Activities (both Completed and Open)
Client Review Info
Employment Info
Professional Contacts
Misc. Personal Information
Health Information

Data that does not transfer when combining records:

Basic Information
Important Information
Assistant Info
Strategic Allocation Model
Written Agreements Info
Bank Info
Estimated Net Worth
Estimated Tax Info
Personal Interests
Seminar Management
Attached Checklists
Attached Workflows
Imaging Links
Tag Groups

If there are any items not listed here that are present in the record you intend to delete, please contact our Support Team to verify whether or not they will transfer prior to combining your Records.

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