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 Lucy Brown and you're viewing those in search results: 


To combine these records, you'll first need to select both records by placing checks next to their name as in the example above. Then, click Contact Options and select Bulk Actions. You'll then see the below: 


Select Combine Contacts. You'll then see the below: 


You can then click inside the box to indicate which contact will be the Primary Contact, i.e. the Contact record you are keeping and merging the other contact(s) into. Note when doing so that the Contact Status for each of the records being combined is displayed - this will allow you to select the one you want to retain. This may require that you change the Contact Status of the records you aren't keeping prior to combination.

What we recommend is that you 1) look at the list of fields below that do and do not transfer when combining records, and 2) determine which of the duplicate records has the most important information (of the data that won't be transferred).

So, after you've selected the Primary Contact, click Combine.

All other records on this Combine dialog will be combined into that one record and then marked for deletion.  

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
Primary Contact 
Strategic Allocation Model
Written Agreements Info
Bank Info
Estimated Net Worth
Estimated Tax Info
Personal Interests
Seminar Management
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.

Note: When combining records, though you can indicate which record you want to "retain" for purposes of having their information supersede the other record's information, both records are actually deleted when the combination happens and a new contact record is created. This is important to know because if you determine a mistake has been made, or you have lost some data from the record being "replaced," both records are in your Recycle Bin, which allows you to restore one or both if necessary.

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