Review Possible Duplicates

To help reduce costs and improve the accuracy of your data, Raiser's Edge NXT identifies when there are possible duplicate constituent records for individuals and organizations.

In a list of duplicates, you can view the strength of the potential match, and what fields the match is based on (name , address , phone number , or email address ).

From Constituents, Data health, select the Possible duplicates total. Under Duplicate management, select Filter to narrow down the list before you begin reviewing.

  • Include deceased and Include inactive — Show or hide deceased and inactive constituents. Clear these to prioritize active constituents.

  • Minimum match likelihood — Set the lowest confidence rating to include. Select zero to see all potential matches, including those with a zero confidence rating.

The same filter options are available on the Merged duplicates list to hide merges where the source constituent was deleted.

  1. Access a list of possible duplicates.

    • From a constituent record with possible duplicates, select Compare now from the alert at the top. Next, select Compare records for the duplicate you want to review.

    • From Events, open an event record. Under Participants, Online data health, select the number of possible duplicates to open a filtered view of the participant list. Next, select the name of a participant and select Compare now from the alert at the top of their record.

    • From Fundraising, Gift management, open a batch for online transactions. Select the name of a constituent who is a possible duplicate and then select Compare now from the alert at the top of their record. Next, select Compare records for the duplicate you want to review.

    • From Constituents, Data health, select the Possible duplicates total. Under Duplicate management, select Compare records from the menu or the name of one of the records.

  2. Review the details from the source and target records.

    • To change which record is the source and which is the target to merge into, select Switch source and target.

    • If the two records are duplicates, select Select data to merge, choose which information to merge, and select Merge records. The options on this list are the only fields that can be merged in web view. Any fields that don't appear on this list must be merged in database view.

    • If the two records aren't duplicates, select These records are not duplicates and Mark as not duplicates.

    • To delete the source constituent when merge is complete, select Delete source constituent after merge.

    • If soft credited gifts in one record should not be included on the other, select Exclude soft credits when merging gifts.

For more information about how Raiser's Edge NXT identifies potential duplicates, see Duplicate Detection Process.

Note: Admins! You can access more detailed merge options in database view in Administration. For more information, see the Constituent Data Entry Guide.

  1. Identify the records to merge.

  2. From Constituents, Data health, select the Possible duplicates total.

  3. Under Duplicate management, select the records to merge.

  4. Select Merge records.

  5. Choose which information to merge with the target record, and select Merge records. The options on this list are the only fields that can be merged in web view. Any fields that don't appear on this list must be merged in database view.

On the Merged duplicates, the updated status for the merged duplicated appears. This status also shows any errors if the records did not merge successfully.

If you recognize that a record isn't a duplicate, you can remove it from the list without further review.

  • From a constituent record with possible duplicates, select Compare now from the alert at the top. Next, select Not a duplicate.

  • From Events, open an event record. Under Participants, Online data health, select the number of possible duplicates to open a filtered view of the participant list. Select the name of a participant and then select Compare now from the alert at the top of their record. Next, select Not a duplicate.

  • From Fundraising , Gift management, open a batch for online transactions. Select the name of a constituent who is a possible duplicate and then select Compare now from the alert at the top of their record. Next, select Not a duplicate.

  • From Constituents, Data health, select the Possible duplicates total. Under Duplicate management, select These records are not duplicates from the menu next to the name in the Source record column.