Merging Contacts and bulk actions

Bulk actions are designed to apply the same change to multiple Contacts. Merging is used when the same Contact has been created more than once by mistake.

How Contacts selection works

The checkbox at the beginning of a Contact list row adds the Contact to the upcoming bulk action. The checkbox in the header row can select all currently displayed records.

Before proceeding, check:

• whether any filters are active on the list;
• whether only the items on the current page or all filter results are selected;
• the number of selected records indicated by the system.

Performing a bulk change

1. Open Contacts.
2. If necessary, use filters to narrow down the group of Contacts to be changed.
3. Select the Contacts.
4. Open Bulk actions or the general actions menu for selected records.
5. Select the field to change, such as type, category, responsible team member, price level group, or status (active/inactive).
6. Specify the new value.
7. Review whether the action will add the value, replace the existing one, or remove it. This is particularly important for multi-value fields, such as the list of assignees.
8. Check the number of selected items and confirm.
9. After the change, open a few different records and verify the result.

A bulk action does not merely change the screen display—it saves the data for every selected record.

Merging duplicate records

During the merge process, one record is selected as the primary one and remains in the system. Related data from the other duplicates is transferred to or re-linked with the primary record.

1. Find the records by name, company code, email, or phone number.
2. Open each record to ensure it is indeed the same organization or individual.
3. Select the duplicate records.
4. Choose Merge from the actions menu.
5. Specify the primary record. Choose the record with the most accurate details and the most relevant history.
6. Compare the name, code, registration code, contact details, assignees, and related records.
7. Confirm the merge. 8. Open the remaining Contact and check Contact people, addresses, Tasks, and financial documents.

Additionally, check Opportunities, projects, contracts, files, reminders, and connections to related Contacts. Merging involves more than just the visible profile fields, so do not perform it immediately before sending an important document or taking another irreversible action.

Empty fields in the primary Contact can be populated with data from the other record. If a field contains different data in both records, ensure you know which value should be retained before merging.

When not to merge Contacts

Do not merge Contacts simply because the name, phone number, or email address matches. A shared email address might be used by multiple departments or family members. If you are unsure, first correct the classification or create a link between the Contacts.

Contacts Map

1. Open Contacts → Map.
2. Use filters if you want to display only Contacts for a specific city, type, category, or responsible team member. 3. Select the marker on the map to view information about Contact and open its card.

If Contact does not appear on the map, check the street, city, postal code, and country of its primary address. The map does not usually alter the address itself; it simply displays the location determined by the saved data.

Related articles

• Contact settings
• Importing Contacts and Contact people