Last Updated: 12/16/2025
Duplicate Detection: Rules & Merging Duplicates
This document provides a comprehensive technical guide for managing duplicate detection rules and merging duplicate records.
Things to know
Duplicate Detection rule management is only available to users with the System Customizer security role.
Create/manage duplicate detection rules
Duplicate Detection Rules are configured on the table. Common tables for duplicates include Contacts, Constituents, and Donors.
Navigate to duplicate detection rules
To view/edit the rules, navigate to the settings gear in the upper right corner, then choose Advanced Settings.
Under the Settings section, choose Data Management, then Duplicate Detection Rules.
For instructions on creating duplicate detection rules, please see this Microsoft Learn article.
Make sure the detection rule is published. Select the rule and click Publish to make the rule active in your system.
Duplicate detection jobs
Duplicate Detection Jobs only evaluate Published Duplicate Detection Rules, so verify which rules are published before proceeding. (You can temporarily unpublish/publish rules for specific Duplicate Detection Jobs.)
Go to Advanced Settings>Data Management>Duplicate Detection Jobs> to set up a new job.
Click New.
Identify the entity and view you want to run duplicate detection on. You can use system views, a personal view your user has access to, or create a view within the duplicate detection job. You can also preview the list of records included on that view.
If you do not see the entity for which you want to run the job in the list, then a Detection Rule has not been created and/or published for that entity.
In the Select Options box, provide a Name for the job and modify the Start time, if necessary. Check the box “Run job every” and the number of days if you want it to recur. Under Email options, check the box and enter an email address if you would like to receive an email when the job is finished.
Save the record. Unless otherwise specified, the job will start, and you can track its progress and the duplicate records that were identified by clicking on View Duplicates.
Merging duplicate records
Duplicates can be merged either through jobs or on a one-off basis.
Merge through the Duplicate Detection Job
In the View Duplicates section of the form, the top list represents all records for which duplicates were found based on your duplicate detection rules in the table. Select a record to view its duplicates in the bottom half.
Select the records in the bottom list and select an action.
Merge: Merging will take the duplicates and merge them with the primary record selected in the top list. When two records are merged, all related records (such as Requests, GOapply Users, Donors, Gifts, etc.) will be moved to the Primary/Master record that remains active. You can only merge one record at a time so if more than one duplicate is found, you will need to redo this process for all duplicates.
Automatic: Automatic merge assumes the top list record to be the master and merges the bottom record’s data into it.
Select Master: This option allows you to select which of the two records will act as the master record to inherit the other’s data. A dialog box will appear in which you can select the master or choose one-off data points to preserve.
Deactivate: Deactivating will NOT preserve any data from the duplicate and will instead simply deactivate the records. Use this option if you are sure the primary record contains all the data you need.
To refresh the list of potential duplicates, run duplicate detection again.
Merged records will remain on the list but will be inactive.
Merge duplicates ad hoc (one-by-one)
Select duplicate records from a view and choose "Merge" from the Command Bar.
Select the "Primary" record to select all data from that record. Then, choose any data from the subordinate record to preserve. Be sure to un-check the box next to “Enable parent check.” Once finished, click OK.
Duplicates detected during data entry
You may be prompted to evaluate duplicate records when creating a new record, and it violates an established duplicate detection rule. You can optionally choose to ignore the duplicate and save your new record, or choose cancel and exit the form without saving.