Use this method when you want to find all duplicates across a list or your entire database, including duplicates you may not know about. My List includes a Duplicates tool that compares contact records by the fields you choose and walks you through each potential match.
Note: Merging is permanent. The secondary record will be deleted after the merge. Review both records carefully before confirming.
Before You Begin
Make sure you have editing permissions for both contact records. If you are not sure, check with your administrator.
You can only merge two records at a time.
Step 1: Open Create-a-List and Run a Search
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From the EveryAction Home Page, hover over the left-hand navigation menu and choose Contacts, then click Create-a-List.
Contacts > Create-a-List
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Run a search. To check your entire database for duplicates, run the search without selecting any criteria, which returns all contact records.
Step 2: Open the Duplicates Tool
Once your results load in My List, click Duplicates. You will see two options appear:
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Search for Duplicates: finds all suspected duplicate pairs in your list based on the fields you choose to compare.
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Merge Duplicates: available only when you have already selected exactly two contact records in your list. Use this to merge a specific known pair directly without running a full duplicate search.
Step 3: Select Search for Duplicates
Select Search for Duplicates to identify duplicates across the list.
Step 4: Choose Your Comparison Scope
Choose whether to compare contacts against your entire database or only within the current list. In most cases, checking against your entire database gives the most complete results.
Step 5: Set Your Matching Criteria
Select the contact fields to use as your matching criteria. Matching on both a version of the name and an address or phone number gives you the most accurate results. Matching on phone or address alone may return different people who share a household.
If your search is too broad, EveryAction will prompt you to add more criteria to narrow your results.
Step 6: Review Each Duplicate Pair
Your first duplicate pair will appear as a side-by-side comparison. Use the Next and Back buttons at the top to page through all pairs, or jump to a specific result using the page number.
On each comparison, you have four options:
- Merge: Combines the two records. The secondary record is deleted after the merge.
- Skip: Removes this pair from the current search. They may still appear in future duplicate searches.
- Mark as Not a Duplicate: Removes this pair from the current and all future duplicate searches via My List. You can still merge them manually using Quick Look Up if needed.
- Cancel: Exits the Duplicates comparison workflow entirely.
Step 7: Complete Each Merge
For each pair you choose to merge, you will see the same side-by-side comparison screen.
A good rule of thumb: choose the record with more complete information as your Primary. Both records' data will be visible side by side to help you decide.
- Select which record to keep as the Primary record. The other record will be merged into it, then deleted.
- Fields that can hold multiple values, such as emails, phone numbers, and addresses, will be combined automatically into the Primary record.
- Fields that can only hold one value require you to choose which data to keep. Use the radio buttons to make your selection. If any section still needs your decision, you will see a flag appear on that tab before you can confirm.
- Use the tabs on the left to page through all sections of the record. Use the blue external link icons to open either record in a new tab for a closer look.
Once you have reviewed everything, select Merge and confirm the action. Then continue to the next pair.
Not quite what you were searching for?
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Navigate back to the Clean Up & Maintain Records Resource Index
How do I find all duplicate contacts in EveryAction? | How do I use the Duplicates tool in My List? | How do I search for duplicates in my database? | How do I bulk deduplicate contacts in EveryAction? | How do I use Search for Duplicates in EveryAction? | How do I compare contact records side by side? | How do I mark two contacts as not a duplicate?