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Merging people records helps to ensure that your data is accurate and up-to-date by merging duplicate records.

For example, suppose an individual's address changes. A volunteer in your organization updates their address, but that individual has a duplicate record in ACS. If you search or filter to pull addresses before sending a mailing and the duplicate record is found, the mailing could be delivered to the incorrect address.

When you merge individual records, the merged record is the more accurate record, and the duplicate record is deleted.

We recommend that you back up your ACS data before merging records.

If you know the names of duplicate records, perform the following procedure:

 To merge duplicate people records
  1. Carefully determine the preferred and duplicate record. To learn more about this, see Before Merging People Records.
  2. Under Manage Records, click the Tasks tab. (If you don't see the Manage Records section, you're ACS program is probably running the Classic menu instead of the Workbench menu. Turn on the Workbench menu.
  3. In the drop-down list, select People Merge Records, and click Go . The People-Merge Individual window displays.
  4. On the Merge Individual tab, click Find Person. The Find Person window displays.
  5. Select the name with duplicate entries, and click OK. The People-Merge Individual window displays with The name, contact information, and member status of both duplicate entries displays.

    Useful Information

    If more than one duplicate entry exists, the People-Merge Individual window displays the amount of duplicate information in the form of a percentage that you can select.


    OPTIONAL: To view additional information on the record, click View Individual.
    OPTIONAL: To view and compare the selected individuals' data in Access ACS, click Access ACS

  6. Click Merge.
  7. When the confirmation message displays, click Yes.
  8. For each field, select the fields to keep. For some information, such as home, mailing, or e-mail addresses, you can keep both addresses by selecting a new address type for the second address.
  9. When the merge is complete, click OK.

If you don't know the names of any duplicate records and want ACS to locate them for you, perform the following procedure:

 To find and merge duplicate people records
  1. Under Manage Records, click the Tasks tab. (If you don't see the Manage Records section, you're ACS program is probably running the Classic menu instead of the Workbench menu. Turn on the Workbench menu.)
  2. In the drop-down list, select People Merge Records, and click Go. The People-Merge Individual window displays.
  3. On the Retrieve Suggested Duplicates tab, you have two options:
    - You can click Use Last Search Results > Searches first to retrieve your last selected duplicates. You can view more information about conducting searches. After setting your search criteria, click Load Possible Duplicates.
    - You can click Load Possible Duplicates first, and the ACS program will perform the search with its own search criteria. 

  4. The Retrieve Suggested Duplicates grid displays with the search results.

    Useful Information

    The grid is sorted in order of percentage regarding what records are most likely to be duplicates that you can merge. Right-click anywhere in the grid to display print or export options for the contents of the grid.

  5. Select a record, and click Keep Selected. The People-Merge Individual window displays with the duplicate record information.
    OPTIONAL: To view additional information on the record, click View Individual.
    OPTIONAL: To view and compare the selected individuals' data in Access ACS, click Access ACS
  6. Click Merge.
  7. When the confirmation message displays, click Yes.
  8. For each field, select the fields to keep. For some information, such as home, mailing, or e-mail addresses, you can keep both addresses by selecting a new address type for the second address.
  9. When the merge is complete, click OK.