Merge Duplicate Clients

Modified on Tue, 3 Nov at 3:27 PM

Merge Duplicate Clients

Sometimes the same client ends up in Filenote AI more than once, for example if they were added manually and later imported from your CRM. Merging combines the records into one client, and keeps all their Tasks, files and history.

Filenote AI checks for duplicates each time you complete a bulk import. You can also check for duplicates at any time.

Step 1	Open Merge duplicates
Step 2	Choose a match to review
Step 3	Select the records and the primary record
Step 4	Check the combined client and merge

Step 1: Open Merge duplicates

After a bulk import, any duplicates found are flagged for you to review. To check at any time, go to Clients, click Import Clients, then Merge duplicates.

Step 2: Choose a match to review

The Matches list shows each possible duplicate, how many records it includes, and why it was flagged:

Flagged as	What it means
Same CRM ID	The records share a CRM ID, so they're very likely the same client.
Same name (check details)	The records share a name only. Check the details before merging, as they could be different people.

Step 3: Select the records and the primary record

Tick the records you want to combine, then choose which one is the Primary record. Filenote AI marks the one it recommends. Any other clients in the same household stay separate.

Step 4: Check the combined client and merge

Under Combined client, check the Client name and Adviser, and change them if needed. The Master CRM ID is kept, so future imports match this client. When you're happy, click Review merge to confirm.

✓ Good to know
Tasks, files and history from every merged record are kept on the combined client.
Not the same client? Click Keep separate.
Not sure yet? Click Close and review later and come back to it.

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