Contact Matching Overview

The duplicate contact matching page is for merging potential duplicate contact matches in the system.  This will typically occur if one of the following is true:

  • A contact that inquired filled out an application form
  • A contact inquired multiple times or applied multiple times
  • A related contact such as a sibling or parent is matched to multiple inquiry students or applicant students

Within the duplicate contact matching page, you will see the following columns:

Contact 1 (1): The first contact in the system that has a potential match with contact 2.

Contact 2 (2): The second contact in the system that has a potential match with contact 1.

Status (3): The status is listed as pending review until you resolve the match.  The filter options are defaulted to show matches that are in a status of pending review and failed merge.  If you expand the filter options, you will see the following statuses:

  • Pending Review: The match hasn’t been reviewed and is in a pending status.
  • Ignored: The match was ignored by an Admin.
  • Pending Merge: It’s pending a merge.
  • Failed Merge: The merge failed.

Match Score (4): This indicates how weak or strong the match is.

  • 0-124: unknown (very unlikely a match)
  • 125-149: weak match
  • 150-224: medium match
  • 225-300: strong match
  • 301 and above: herculean match (extremely likely the contacts are a match)

Match Strength (5): This is the verbal strength of the match according to the match score.  Match strengths include unknown, weak, medium, strong, and herculean.  Herculean is the strongest match and is typically safe for bulk merging contacts.

Last Checked (6): This is the date that the duplicate match checker ran.

Resolve (7): Click here to resolve the match.

Resolve a Duplicate Contact Match

Click resolve along the far right to start the duplicate matching process.  When merging contacts, you’ll be asked to pick a contact that will take precedence in the case of conflicts, which we’ll refer to as the “winning record.”  This means that whichever contact you select as the winning record, will be the one who’s information the system keeps in the case of matching fields.  When merging, the following behavior will occur:

  • The fields on the winning record that also exist on the losing record will take precedence.
  • For any fields that exist in the losing record and not in the winning record, those fields of information will carry over from the losing record to the winning record.
  • Merging doesn’t delete information, even if it only exists on the losing record and not on the winning record.  Those details will carry over to the winning record.
  • All of the related contacts from both the winning and losing record should end up on the merged record.
  • If a contact was related to both the winning and losing record, the contact should only be related to the merged record once and the relationship from the winning Record should be used.

Lets look at an example.  For the contacts shown below, the only field that differs is the email address.  We’ll choose contact two so that the email address from contact two takes precedence over the email address for contact 1.  Since all remaining information is the same, the fields will stay as they are.  Click on the yes, merge them button.  If you select no, hide them then the system will hide the match from the list.  You can search for hidden matches in the filter options.

Then select contact 2 for which one takes precedence.

Additional Resources

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