When you have different records for the same contacts, it becomes difficult to track their correspondence over time. You may not want to delete the records as some of them might have data that you could use in future even if they aren’t active. At times like this, you can always choose to merge your records into one primary record that has the data from all the contacts merged.
Here’s how you do it,
- From the Contacts list view page, select the contacts that you’d like to merge. You can merge a maximum of 25 contacts at a time.
- In the Merge Contacts overlay, choose a contact that you’d like to retain in Freshsales.
- The contact that you choose is the Primary record and all the other contacts become Secondary records.
- The data from the primary record is retained.
- If the primary record has blank fields, then the data from the secondary records is filled in those fields.
- The secondary records are then deleted permanently.
What happens after I merge the contacts?
To help you understand how merge works, here’s a list of all the contact properties that get updated,
1. Contact fields - The primary record is retained with its values. If the primary record has blank fields, then the values of the most recently updated secondary record is filled. However, the following lead fields are updated as follows,
- Created at - The date of the the oldest record (primary or secondary) created.
- Updated at - The date when the leads are merged.
- Territory - If the primary record does not belong to any territory, it is then run against all the territory rules in your account and added to the respective territory.
2. Appointments & Tasks - The appointments and tasks of all the secondary records is merged with the primary record.
3. Notes - The notes of all the secondary records is merged with the primary record.
4. Deals - The deals of all the secondary records is merged with the primary record as long as the deals belong to the same account as the primary record.
5. Account - If the primary record does not have an account of its own, the account of the most recently modified secondary record is merged with the primary record.
6. Conversations - All conversations, inclusive of phone calls and voicemails, of the secondary records, is associated with the primary record. Their email address and phone number (in call logs) is replaced with the email address and phone number of the primary record.
7. Activities Timeline - The activities of all the secondary records is merged with the primary record.