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Merge Duplicate Records

Article ID: 605
Last updated: 11 Mar, 2010

Merging Duplicate Records 
 
If you find you have duplicate Records, you may merge the data to make one Record. Each
time you make a modification to a Record, the Master Record’s Updated field is stamped
with the current date.

The date in the Updated field reflects the last time the Record was modified in any way. In the
example above, the Record was modified on 04/08/2004. In most cases, the information in the
Record with the more recent Updated date is most current. Using the Updated date to determine
which Record contains the most current information should be used as a general rule only.

Source Record


The first Record you save when merging two Records is called the Source Record. This is the
Record you Save for Merge. Merging copies information from this Record into the more-current
Destination Record when data fields in the Destination Record are empty. Source Record fields
are ignored for fields already having entries in the Destination Record. You should verify that the
Source Record contains the most outdated information. After merging Records, the Source
Record is deleted.

Destination Record


The second Record you save when merging two Records is called the Destination Record. This
is the Record you Merge with Saved. This Record will remain in your Dataset. Verify that the
Record you select as the Destination Record is the more current of the two being merged. Any
blank fields in the Destination Record will assume any corresponding non-blank values from the
Source Record.

Step-by-Step…

1.  Open the Record with the least current data.
NOTE: For merging purposes, CM5 calls the first Record you “Save for
Merge” the Source Record. Look at the Updated date on the Source
Record. Is this the correct Record to overwrite? If not, abort the procedure
and open the correct Source Record
 
2.  From the Main Menu Bar, select Records > Current Record > Save for
Merge.
 
3.  Open the second Record. 
 
 NOTE: For merging purposes, CM5 calls this Record the Destination
Record. The second Record should be the Record with the MOST up-to-
date information.
 
4.  From the Main Menu Bar, select Records > Current Record > Merge
with Saved. 
 
  ADVISORY: A warning message will appear advising you about the merge. You want
to see the message that reads, “The Source record is older than the destination. Where
fields conflict, the destination record’s information is going to be kept.” This is the
message you want to see if you used the Updated date field to determine which Record
you want to keep.

NOTE: If you see a message, “The Source Record is newer than the
Destination,” you may want to select No when asked if you want to
continue with the merge, then double-check that you have chosen the
Source/Destination Records appropriately.
 
5.  Click OK to continue. Then select Yes to merge the Records and delete
the Source Record. 
 
  ADVISORY: When two Records merge, all Subfile information will be retained. After a
merge, check Subfiles to be sure that there are no duplicates

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Article ID: 605
Last updated: 11 Mar, 2010
Revision: 1
Views: 523
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