In addition to merging people when you find duplicate records in the system, you can now also request a duplicates report that will amass all of the duplicates in your system. First, navigate to People>Duplicates.
If your office hasn’t requested a duplicates report before, this page will come up with no hits. To view your system’s duplicates, please hop into chat or send an email to firstname.lastname@example.org and request a duplicates update. Depending on how many duplicates are in your system, it usually takes about 20-30 minutes to fully process the the update. Feel free to work on something else in Fireside while you wait for your duplicates report to process.
After about 20-30 minutes, head back to People>Duplicates. You should now see a full list of the duplicates in your system. Check out the count in the upper-right corner. If you still do not see any duplicates, give the system another 15 minutes to process the report. If after waiting those extra 15 minutes you still do not see any duplicates, give us a call (202.621.5121), or hop into chat to inquire about the report’s status.
Once the report is finished processing, you can begin merging your duplicates. Before you click merge on any set of duplicates, however, please pay attention to the columns on the page. They are: GroupedBy, Name, DOB, Email, Address.
- GroupedBy: This column indicates how the people were identified as duplicates (either by DOB, Email, or Address). As you will notice in the screenshot above, it is possible for two people to be identified as duplicates but not have anything in the GroupedBy column (as evidenced by the Mark Soldavini duplicate). You’ll see that there’s no matching DOB or address, but along with the matching names, the emails are similar. Because the emails aren’t exact matches, they aren’t listed in the GroupedBy column, but we still list the potential duplicate here so that you can decide if you want to merge them.
- Name, DOB, Email, Address: These columns are a little more obvious, but essentially, they will display any matching information so as to better inform your decision on whether you want to merge them.
When you are ready to merge, click the orange “Merge” button next to the first name in the group of people identified as duplicates. From here, you will be taken to a normal Merge Users page, and you can merge them as outlined by this tutorial.
Please note that clicking the orange “Merge” button will not automatically merge the records. You will be given another opportunity to confirm the merge on the next page. You are also not obligated to merge the records once you click “Merge.” If you decide not to merge the users presented, simply click the “Back” button to return to the Duplicates page.
ATTENTION: Many people ask if there exists a “Merge All” button that would enable the Fireside user to simply merge all of the duplicates at once. This button does not exist, but it’s for good reason. Because each set of duplicate records is different, individual decisions have to be made prior to merging them. In some cases, an office will have multiple records for a person on purpose and won’t want to merge them. Our system will not recognize this and will include those people in the duplicates report anyways. In other cases, two duplicate records will match due to email address, but their mailing addresses will be different. This situation requires a decision to be made by the staffer as to which address should be kept on file. By merging all, the system would take away your ability to make these critical decisions and could lead to suboptimal merges in which desired data are dropped and outdated info is kept.