If you're going through your contacts and notice you might have multiple contact profiles for your agents, you can easily transfer that inspection data from one to the other and delete the extras to keep your contacts organized.
Want to watch vs read? Here is the video demo!
Finding the Duplicates Made Easy
Navigate to your Reporting page (this might only be visible under your user menu if you don't use it a lot)
Click on Agent Reports if you aren't already directed there
For non-Advanced companies you will be on the Duplicated Agents report. If your company is on Advanced you will need to click on the drop down menu and select the Duplicated Agents report.
From here you just need to pick the matching criteria you want to work with. The default selection is First Name + Last Initial. That means that the report will run and find all agent records that have matching first names and the first letter of their last name. The other options for matching criteria are First Name + Last Name, Last Name + First Initial, First Name only, Last Name only and Phone Number.
Once you pick the criteria (if you are changing it from the default) click Run Report. The result table below will show you the matched criteria, how many agent records you have that match for each row and a Resolve button.
Resolving Duplicate Agent Records
When you pick a line item to resolve the duplicates on click the button and a new window will open over the report showing each of the matching records in side by side columns.
You have the option to select which of the records that matched on the selected criteria that you want to include in the merge function using the checkboxes at the top of each column.
From there pick the "master" record (the record name you want to be the final record name) and all the data points below that are automatically selected for you. Now you can pick and choose some data points from the other records included in the merge if those are more appropriate for the final record.
There are 2 rows that are a little unique at the bottom as they are not a choice of just one data point from a specific record that gets into the final record. For Notes and Tags the selectors are checkboxes and you can select items from multiple records to include in the final record if needed. Tip: For Internal Notes and Admin Notes you can hover over them to see the start of the contents of those notes. For the Notes (Agent notes such as "outbound call" ect) you can hover over that to see how many there are.
Now that you have selected the data points that you want in the merged record you can see what that will look like on the right side in the Details to be merged section before you click on Merge Records. When you do this the system will merge the records as you have indicated, transfer all the inspection data and remove the records that were not the "master" record.
All Done
That's it! Now you can quick identify duplicate records in your Agent contact list and easily choose which info is right for the merged record.
If you have used the previous method of transferring inspection data and deleting the non-used record manually this new method should make this an easier task but if you really want to do use that it is still there for you.
Frequently Asked Questions:
Why is the "merge agents" button disabled or grayed out when attempting to merge agent contacts?
If the merge option appears inactive, please ensure that the agent has an email address associated with one of the profiles. If there is no email address, you can add one to the records on the contact page, which will enable you to merge under that specific record.
If you have any questions or feedback, write into our chat bubble or email support@spectora.com!
