Merging Constituent Records

Merge Duplicate PINs

The DDI Connect system allows you to merge duplicate constituent records within the Name/Address system. The merge process lets you retain all related information, including gifts, email addresses, etc. To perform a merge:

• From the DDI Connect main menu, double-click Name/Address System
• Double-click Name/Address Inquiry
• Look up the record you wish to merge
• From the Constituent record, click Actions and select Merge:

The Merge properties box will now appear:

You have the option of merging to Constituent 1, or merging to Constituent 2. The first step is to look up the PIN of the constituent record that you wish to merge. You can type in the PIN number or click the binoculars to search for the duplicate. Once the PIN is entered, the Constituent 1 and Constituent 2 boxes are populated:

If you click the Merge into Constituent 2 radio button, the box information changes to reflect that:

Select the option that reflects the record that you wish to keep. Review the screen to verify that it is correct, and click OK. The records will merge, and you will see the updated constituent record:

Note that there are 2 home addresses on this example. The merge process brings over all addresses on the records, and if there are more than 1 designated as a particular type, it will create a second tab for the duplicate. However, you can merge the addresses by doing the following:

Click the address that you wish to remove. On this tab, click the Menu button and select Merge address:

The Merge Addresses utility launches:

Addresses in the "Not being merged" window will remain on the constituent record. To merge the address(es), double-click to move them to the bottom window "Addresses to be merged". Only one address in the "Addresses to be merged" can be retained. To mark an address to be kept, click the radio button.

Review the merge information, as this action cannot be undone. When you are ready to complete the merge, click OK. The address(es) will be merged and you will be returned to the constituent account:

Update Accounts with Ownership/Beneficiary Information

1. On the Name/Address record of the PIN (the PIN you decided was going to be the main PIN) --> Accounts --> double-click on the account you want to update
2. Click Constit. --> Add New Constituent. If the beneficiaries don not have PINs, select new Constituent and enter them into the system. Once you have clicked Save, it will add the beneficiaries to the account. Then, right-click on the record and select Toggle Beneficiary. It will mark them as a beneficiary on the account. If they are an owner of the account, you can add them the same way and just do not right-click "Toggle Beneficiary"