How to Merge Contacts in Salesforce: A Step-by-Step Guide

Duplicate records usually arise due to inconsistent data entry, system integrations, or imported records. They can cause errors in reports and interruptions in workflows. These issues can negatively impact daily operations and customer interactions.

Merging duplicate records ensures your team works with accurate information, improving efficiency and enhancing customer relationships.

This article covers key considerations, step-by-step instructions, and best practices for managing duplicate contacts effectively in Salesforce.

Key Points to Consider When Merging Duplicate Contacts in Salesforce

Merging duplicate contacts in Salesforce requires careful handling to maintain data accuracy and ensure proper relationships. Here’s what you need to know before starting the process.

Review Associated Accounts

Check the Accounts linked to the Contacts you want to merge. Decide which Account will remain the primary one after the merge. It ensures the correct Account represents the combined data and reduces the chance of errors in your records.

Check for Duplicate Child Records

Look for duplicate records in related custom objects. When you merge Contacts, Salesforce moves all related items, such as Opportunities and Payments, to the new, combined Contact. Address duplicate entries beforehand to prevent clutter or confusion in the final records.

Contact Roles

The merged record keeps the role of primary contact. After the merge, any roles assigned to non-master contacts will not carry over.

Attachments, Chatter Feeds, and Related Records

• Related items, such as campaigns and activities, are linked to the merged contact.
• The system retains Chatter feeds from the primary contact but does not keep those from non-master records.
• Files attached to the primary record’s Chatter feed or related list are preserved.

Hidden and Read-Only Fields

Data from hidden or read-only fields is carried over from the primary record.These fields are not visible during the merge, but Salesforce saves their information. The oldest merged record provides the Created By and Created Date fields, while the Last Modified By date indicates the merge event.

Once the merge is complete, review the new Contact record. Verify that you have transferred all related data accurately and ensure no missing information.

To learn more, please refer to: Considerations for merging duplicate Contacts

Action Plan for Merging Contacts in Salesforce

Merging duplicate contacts in Salesforce is essential for keeping your data clean and reliable. Depending on your needs and the Salesforce edition you’re using, you can choose from a few different methods to get the job done. Here’s a breakdown of the most common ways to merge contacts.

1. Using the Salesforce User Interface (UI)

Salesforce has a built-in tool that lets you merge contacts manually. Here’s how it works:

• In Salesforce Classic: Go to the account’s contact-related list and click Merge Contacts. You can select up to three contacts, pick the master record, and decide how to handle conflicting fields.
• In Lightning Experience: Open a contact record and click View Duplicates. When you find duplicates, select the records to merge, choose the master record, and confirm the changes.

This method is simple and works well if you only need to merge a few duplicates.

2. Using Xappex tools:

Xappex tools, XL-Connector and XL-Connector 365, make it possible to handle this process efficiently in Excel. These tools allow you to pull data, prepare it for merging, and merge duplicate records step by step. 

Here’s how XL-Connector can help:

Pull Data from Salesforce

Before merging records, fetch the data from Salesforce. You can do this using the Get Data option or the Reports button in the XL-Connector ribbon. Please include the Id column in your query or report, as it is essential for merging records.

Prepare the Data for Merging

After pulling the data, add a new column to the dataset for Master Ids.

Populate this column with the IDs of the records that will act as the master records for each group of duplicates.

Select Records to Merge

Select the rows you want to merge.  Once selected, click the Merge button in the XL-Connector ribbon.

Configure the Merge Dialog

In the Merge dialog box, specify which columns contain the losing record IDs (the merged records) and the Master record IDs.

If specific values from the losing records need to be retained in the master record, use the Select Values to Keep button. 

Execute the Merge

Click Go to start the merge. Map the Id column and the columns containing values to retain in the master record. If the data is fetched via an SOQL query, mappings are typically accurate. Adjust them manually for data from other sources.

To understand how to do this using XL-Connector 365, refer to the resource below.: Your guide to Salesforce Duplicate Management

Why Xappex Tools can become your best ally for Managing Duplicates:

• Better Control Over Data Preparation: With Xappex tools, you can prepare your data in Excel before merging. It provides more flexibility to clean and organize the data precisely as needed.
• Efficiency with Large Data Sets: It speeds up the process of managing duplicates in bulk. The ability to pull, prepare, and merge data in Excel saves time compared to the slower, more manual process in Salesforce.
• Customization for Your Needs: Xappex tools allow you to adjust the merge process according to your specific requirements, such as selecting values to keep. 

Best Practices for Managing Duplicate Contacts in Salesforce

Duplicate contacts in Salesforce can compromise data accuracy and disrupt operations. Effective management ensures a clean database. Here are the key practices to address duplicates:

• Enable Duplicate Rules: Adjust Salesforce’s duplicate and matching rules to notify users or prevent duplicate records when entering data. Customize these rules to suit your data requirements.
• Set Clear Rules for Data Entry: Create simple guidelines to reduce duplicate records. Train users to check for existing records using global search or list views before adding new ones.
• Use the Salesforce Duplicate Job: Run a Duplicate Job to identify duplicate records in your system. Schedule it regularly for continuous monitoring.
• Audit and Cleanse Data Regularly: Schedule data audits to identify and eliminate duplicates. Use reports to track duplicate trends and merge records carefully to retain related data.
• Use Validation Rules and Automation: Enforce data standards with validation rules. Automate duplicate notifications or cleanup tasks using tools like Salesforce Flows.

Conclusion:

Duplicate contacts can compromise data accuracy and hinder productivity. Merging them creates a single, accurate record that consolidates related information, improving data quality and customer interactions.

Regularly checking record data and using Salesforce’s tools or third-party apps like Xappex make it easier to handle duplicates. Accurate data supports informed decisions, boosts productivity, and leads to better business outcomes.