Merge Person Records

If needed, a user with merge rights can merge two person records in the Perspective system. An administrator can check if a user has these rights by going to Administration > Users > General > User Rights and confirming that the Allow Merge Entities checkbox is selected.

When merging person records, you must select a primary record and a secondary record. Data from these records will be merged as follows:

• The selected standard fields and UDFs (User Defined Fields) will be merged from the secondary record into the primary record.

• Data from the Links, History, and Attachments tabs from both records will be merged.

• All data from the Contact(s) tab in both records will be merged, however, if both records contain a primary street address, primary email, and/or primary phone number, the primary contact information will be saved based on data from the primary record.

• Only the primary record’s Controls and Audit History data will be saved to the record.

IMPORTANT NOTE: Once a merge has been completed, it cannot be reversed.

To merge two person records:

1. Launch Perspective.

2. Log in as a user with Allow Merge Entities rights enabled.

3. Click Data Forms > Persons.

4. Enter search criteria in the pane to the left to locate and open one of the duplicate records.

   Note: The record you select here will be the primary record. As some of the data in the primary record will take precedence over the data in the secondary record, the primary record should be the one that contains the most accurate information. See above for more details.

5. Click Merge Persons to open the Quick Merge Persons window.

   

6. Enter search criteria in the Secondary Record field to locate and open the other person record you want to merge into the primary record.

   

7. On the right of the screen, click the checkboxes next to the fields from the General tab to select the data you want to merge from the secondary record into the primary record (i.e. First Name, Last Name, Initial, etc.).

   

8. In the box at the bottom of the screen, click the checkboxes next to the UDFs (User Defined Fields) from the General tab to select the data you want to merge from the secondary record into the primary record.

   

9. Click Merge.

   IMPORTANT NOTE: Before clicking Merge, confirm all the information is correct. Once a merge has been completed, it cannot be reversed.

Data from the secondary record will now be merged into the primary record and the secondary record will no longer exist in the system.