Contacts by Duplicate Names Report

Redtail CRM offers you a large number of Standard Reports to assist you with quickly accessing information that is relevant to your day-to-day operations.  One such report is the Contacts by Duplicate Names Report, which will allow you to see where multiple contact records for the same contact may have been added inadvertently.

To access the Contacts by Duplicate Names Report, click the Reports option from your Left Menu Bar to see all of the available Standard Reports within your database: 

On the resulting page, your Contacts by Duplicate Names Report is accessible within the Contact Reports section:

After clicking Contacts by Duplicate Names, your report will open up, displaying all contact records that have a name matching one or more other contact records.  Note: this report compares First and Last Names only to determine which contact records are displayed in the report. Here's a look at a sample portion of a Contacts by Duplicate Names Report: 

Note that the columns will allow you to sort the report data based upon that column's data by clicking the column name. 

Above your report, you'll see several Options: 

The "combine" button will allow you to merge duplicate records. After selecting the records you'd like to combine, this button will no longer be greyed out, allowing you to click it. After doing so, you'll see the below:

 

If you click inside the "Please Select..." box here, you'll see the contacts you've selected and can pick which one you want to preserve:

You'll then click the "combine" button and the process will begin. You'll receive an email notification once that process is complete. Note: it's always a good idea to familiarize yourself with what data is transferred to the record you're preserving from the record(s) being deleted and what data is not prior to proceeding with combining records. You can read up on that here.

Now, back to the other options above your Report.

The "filter" button presents you with a modal that will allow you to filter by any combination of the items displayed below:

 

 

Clicking export will download the data and allow you to open it up in Microsoft Excel. 

 

The pdf button downloads a report, suitable for printing.   

 

Search sends the currently displayed contact names in your report to your Advanced Search page, where you can take further actions with those contacts, including using the Combine Contacts option to remove duplicates.