One of the most common tasks I have as an administrator of our firm’s GoldMine database, is dealing with duplicate records. And, one of the most common causes on those duplicate records is web forms which create new records in our system which are actually duplicates of existing records. The reason is because the system does not detect the submission as a duplicate. Here’s why this happens and one of the features in GoldMine that I use often to deal with it.
The GoldMine Web Import feature will automatically accept and upload data from contacts who fill out forms on our website. And, if the submission includes an email address that already existings in your system, the Web Import feature will detect is and match up the submission with the existing record in your system. The problem comes about when a submission off a web form includes an email address that you do not have in any GoldMine record. When this is the case, a new record is created in GoldMine using the form information. If it turns out that you have this firm in your GoldMine database, but just NOT the email address, the Web Import will create what ultimately may prove to be a duplicate record.
There are other causes of duplicates, such as one of your staff not recognizing that there is a record for a someone calling your company.
The problem is compounded if your staff does not immediately notice a record as a duplicate and starts to interact with the contact and tracking information, notes, scheduled activities, etc. to the new GoldMine record. Thus you now have information in two separate records which you want to retain. The solution is to combine that data into one record.
Fortunately, GoldMine has a very nice feature to deal with this. It is called “Merge Tagged Records” and it is found under “Data Management” under the “Tools” pull down menu. Merging Tagged Record enables the user to tag (check) off the GoldMine Records that they wish to combine in the Search Center and then to combine them. The data in both Records’ tabs will be combined! (This includes History, Pending, Notes, Contacts, Details and many other Record Tabs.)
You need to be aware that Contact1 and Contact2 fields will NOT merge. The data contained in the record which is “tagged”(selected) first will override the data in those same fields of the other records.
First Direct can quickly walk you through the steps for “Merging Tagged Records,” answer your questions, and offer advice on best practices.