Every user who would like to use PowerMerge will need to have the PowerMerge User security role assigned to them. Users who you wish to be able to view the PowerMerge logs will need the PowerMerge Admin security role assigned to them. System Administrators will be able to use PowerMerge without any additional security roles assigned.
When the time comes that you need to clean up your database, either after a large import of records or after a period of time has passed in which multiple records have been created, PowerMerge will be ready for you.
- Navigate to the PowerPack section in CRM and select PowerMerge from the submenu. Once you select PowerMerge a wizard will pop open.
- When the PowerMerge wizard opens you will be able to select the Entity and the Entity View you would like to use to clean up duplicates. In our example we will be using Contact as our entity and Active Contacts as the entity view – de-duping based off of the Email Address field.
- Selecting the Count Duplicate button will search the selected entity view and give you a count of how many duplicates were detected. Once you have counted the duplicates you can select Start Merging this will take all duplicate records and merge them. The solution will take the oldest record and add the newer record’s information. No information on the older record will be replaced, the only way that it will change is if there is a blank field. Nothing ever gets overwritten, also the newer record that was merged into the old record will not be deleted but deactivated. So if for some reason you need to look back at the record you can.
How records are merged
When two records are de-duplicated we merge the two records together. In the example below we have ‘FORM 1’ and ‘FORM 2’ we can see that they are both for CRM University but FORM 2 seems to have some additional information. Since FORM 1 is the older record of the two, FORM 2 will be merged into FORM 1. PowerMerge will not replace any information on FORM 1; it will only add to blank fields, so for example FORM 2 has information for the company’s website, this will be added to FORM 1 since there is no pre-existing information. You can also see that the address format on both forms differ – once merged the form will still show FORM 1’s formatting for address.
Your end result will look like the record below, if for some reason you need to access a record that has been merged, be assured that it has only been de-activated. PowerMerge never deletes records, it only de-activates them so you will never lose information at any time.
Uninstall as usual, by navigating in CRM to the solutions list, selecting the PowerMerge solution and deleting. Deleting the solution will not remove any of the records that have been merged.
Uninstalling the solution does not unsubscribe the solution. If you’re discontinuing use of the add-on, you must first unsubscribe in the solution.