Merge contacts

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How to Merge Contacts

Introduction

The Merge Contacts feature in ActiveCampaign allows users to effectively manage and streamline their contact lists by combining duplicate contacts into a single record. This function is vital for maintaining an organized and accurate database, ensuring that all interactions and data related to a specific contact are consolidated in one place. This improves communication efficiency and reduces confusion related to multiple entries for the same individual.

However, it is important to note that merging contacts is a permanent action that cannot be undone. Therefore, users should exercise caution and ensure they are merging the correct contacts to avoid unintentional data loss.

How to Access This Feature

To access the Merge Contacts feature, follow these simple steps: 1. Log in to your ActiveCampaign account. 2. Click on Contacts in the left-hand menu. 3. Locate the contact you want to merge (referred to as the Source contact).

Step-by-Step Instructions

Below are the detailed instructions on how to merge contacts in your ActiveCampaign account:

Step 1: Select the Source Contact

- From the Contacts Overview page, click on the record of the Source contact. This is the contact that you want to merge into another contact. Upon completion of the merge, the email address for the Source contact will no longer exist in your account.

Step 2: Initiate the Merge Function

- Click the dropdown next to the Send a Campaign button located at the top right corner of the contact profile. - Select the Merge option from the dropdown menu.

Step 3: Choose Destination Contact

- A modal window will appear suggesting potential Destination contacts for the merge. If the contact you wish to merge into is listed, click the Merge button next to their name. If it is not listed, type their email address into the search bar and click the Merge button.

Step 4: Resolve Field Conflicts

- If your Source and Destination contacts have different values for the same fields, you will need to resolve these conflicts. Click on the View all conflicting fields option to see the discrepancies between each contact's information. - Select which contact's field values you want to keep by clicking their name, then click Next. This decision will apply to all conflicting fields in the merge.

Step 5: Resolve Automation Conflicts

- In the event both contacts are assigned to the same automations, choose which contact’s automation path you wish to utilize. Click View conflicting automations to access this section. - As before, click on the name of the contact whose version of the automation you want to retain, then select Next. This will apply your choice to all automations both contacts are part of.

Step 6: Finalize the Merge

- Read the final confirmation details in the modal. Check the appropriate boxes to agree to the merge details. - Click the Merge button once you are certain and ready to finalize the action.

Step 7: Confirmation of Merge Completion

- A confirmation message will be displayed upon successfully merging the contacts. Click Finish to exit the wizard.

Configuration Options and Settings

During the merging process, you will encounter several options requiring your attention: - Field Conflicts: Decide which contact’s field values remain part of the final record. - Automation Conflicts: Choose which automation stage to carry over from the merged contacts.

Best Practices and Tips

- Always double-check the Source and Destination contacts before initiating a merge to ensure you are merging the intended entries. - It is advisable to regularly clean your contact database to minimize duplicates and improve data management efficacy. - Back up important contact data prior to merging in case you need to retrieve any information that may be lost.

Common Use Cases with Examples

- **Use Case 1**: A user has two separate entries for a contact due to variations in their email or name spelling. Merging these ensures all data related to that contact is centralized. - **Use Case 2**: After an event, multiple contacts may have been generated for the same attendees. Merging those entries prevents disruptions in communication and marketing efforts.

Troubleshooting

If you encounter issues during the merging process, consider the following: - Ensure that you are logged in with the appropriate permissions to perform a merge. - Check that you are only attempting to merge two contacts, as merging more than two at a time is not supported.

Related Features

- Contacts: Comprehensive management of your contact list. - Tags: Organize your contacts and data effectively. - Automations: Streamline your marketing efforts based on contact behaviors.

FAQ

1. Can I merge multiple contacts at once?

No, you can only merge two contacts at a time.

2. What happens to the Source contact after merging?

Once you merge the contacts, the Source contact will no longer exist in your account.

3. Are there any data types that do not merge?

Custom object data will not be merged during this process.

4. Can I undo a merge after it's been completed?

No, once a merge is performed, the action cannot be undone.

5. Will tags from the Source contact be retained?

Yes, tags from the Source contact will be added to the Destination contact's profile.

6. What should I do if I merge the wrong contacts?

Unfortunately, merging contacts is irreversible. It is best to double-check before finalizing a merge.

7. If a Source contact has open deals, what happens to them?

All open deals associated with the Source contact will be transferred to the Destination contact upon merging.

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