Using the Combine Records Utility in Tour deForce

Purpose

The purpose of this document is to provide instructions for using the Combine Records utility. The Combine Records utility is used to combine duplicate Account or duplicate Contact records.  This utility also combines the linked records and items records into the destination Account or Contact record.

 

The Combine Records utility is typically used when a duplicate Account or Contact record has been created in Tour de Force, and users have linked items to the duplicate Account or Contact record rather than the original Account or Contact record.

 

This technical bulletin contains the following sections:

 

1. Overview of the Combine Records utility
2. Combining Account records
3. Combining Contact records

 

Note: Read the documentation completely before using the Combine Records utility.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1. Overview of the Combine Records Utility

 

When a record is created in Tour de Force, users have the ability to link various items and records to the record created. However, when a duplicate record is created, users may end up creating records and items for the duplicate record and not the original record.

 

The Combine Records utility gives administrative users of Tour de Force the ability to combine Account records or Contact records. Combining the two records together removes the duplicate record, and adds any records or items associated the duplicate record to the original record.

 

 

The Combine Records utility is accessed in the Tour de Force Administration Console, or from the Tour de Force | Administration Utilities menu if a user has been granted permissions to the Combine Records utility in the User Permissions utility.

 

The Combine Records utility is divided into two forms:

 

• Account – When the Record Type field is set to Account, the Combine Records form for Account records displays. The Combine Records form for Account records is divided into three sections:

 

• Source Account

 

• Destination Account

 

• Contacts

 

• Contact – When the Record Type field is set to Contact, the Combine Records form for Contact records displays. The Combine Records form for Contacts records is divided into two sections:

 

• Source Contact

 

• Destination Contact

 

 

The Combine Records Form for Account Records

 

If the Record Type field is set to Account, the Combine Records form for Account records displays. On the Combine Records Account form, administrative users of Tour de Force have the ability to combine duplicate Account records, as well as choose whether to keep the data in the destination Account record.

 

 

The first section in the Combine Records form for Account records is the Source Account section. This section is used to search for and to select the duplicate Account records. The name and Account Package associated with the source Account records display in the Source Account section, and can be grouped by Account Name and Account Package.

 

The second section in the Combine Records utility is the Destination Account section. This section is used to search for and to select the Account record for the merge or combine process. The name and Account Package associated with the destination Account record displays in the Destination Account section.

 

Note: Only one destination Account record can be selected per merge.

 

The third section in the Combine Records for Account records is the Contacts section. After the source Account records and a destination Account record have been selected, the Contacts section becomes available for use in the Combine Records utility. The Contacts section displays all of the Contact records associated with or linked to the duplicate Account records selected in the Source Account section. Contact records in the Contacts section can either be moved to the destination Account record, or merged to another Contact record.

 

 

 

 

 

 

 

The Combine Records Form for Contact Records

 

If the Record Type field is set to Contact, the Combine Records form for Contact records displays. On the Combine Records form for Contact records, administrative users of Tour de Force have the ability to combine Contact records, as well as choose whether to keep the data in the destination Contact record.

 

 

The first section in the Combine Records form for Contact records is the Source Contact section. This section is used to search for and select the duplicate Contact records.  The name associated with the Contact records and the name of the Account record display in the Source Contact section, and can be grouped by Contact Name or Account Name.

 

The second section in the Combine Records form for Contact records is the Destination Contact section. This section is used to search for and to select the Contact record for the merge or combine process. The name associated with the Contact record and the name of the Account record display in the Source Contact section.

 

 Note:  Only one destination Contact record can be selected per merge.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

2. Combining Account Records

If a duplicate Account record is created in Tour de Force, and records and items have been linked to the duplicate Account record, the Combine Records utility can be used to merge the duplicate Account with the original Account record. Combining Account records is a quick and efficient method for eliminating duplicate Account records that have linked records and items, as well as a means to maintain the records and items linked to the duplicate Account records.

Use the following procedures to combine Account records:

1. Open the Tour de Force Administration Console.
2. Expand the Data Clean Up Utilities folder and select the Combine Records option.

 

 

3. Click the Launch: Combine Records button to launch the Combine Records utility.

 

 

 

4. In the Record Type field, select Account.

 

 

5. Click the Binoculars button, next to the Source Account section, to access the Global Search utility.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

6. In the For field, type the name or partial name of the Account record, and then press the Enter key on the keyboard.

 

For example, type Eastern Sales.

 

 

7. Click the Chain Link icon, next to the appropriate Account records, to add these Account records to the Selected items for linking grid.

 

 

 

 

 

 

 

8. After all of the duplicate Account records have been added to the Selected items for linking grid, click the Link button.

 

 

9. After the Link button is clicked, the selected Account records display in the Source Account section.

 

 

 

 

 

 

 

 

 

 

 

 

 

10. Click the Binoculars button next to the Destination Account section to open the Global Search utility.

 

 

11. In the For field, type the name or partial name of the Account record, and then press the Enter key on the keyboard.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

12. Locate the appropriate Account record in the search grid and click the Chain Link icon.

 

 

After the Link icon is clicked, the Account record displays in the Destination Account section.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

13. Click the Combine Contacts field to activate the Contacts section.

 

 

14. All of the Contact records linked to the Account records in the Source Account section display in the Contacts section.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

15. Use the Destination Contact field in the Contacts section to determine how to handle the Contact records associated with the Source Accounts.

 

1. Select the Move Contact option to move the Contact record to the Destination Account.

 

2. Select the appropriate Contact record to combine with a Contact record in the Name field.

 

For example, selecting John Clayton merges the John Ruasch Contact record with the John Clayton Contact record.

 

Note: After the merge process, the John Ruasch Contact record is removed from Tour de Force.

 

 

16. Click the Combine button.

 

 

17. Click the OK button to finish the combine process.

 

 

Note: Click the View Info button to view a list of records and items combined.

 

3. Combining Contact Records

If a duplicate Contact record is created in Tour de Force, and records and items have been linked to the duplicate Contact record, the Combine Records utility can be used to merge the duplicate Contact record with the original Contact record.

Combining Contact records is a quick and efficient method for eliminating duplicate Contact records that have linked records and items, as well as a means to maintain the records and items linked to the duplicate Contact records.

Use the following procedures to combine Contact records:

1. Open the Tour de Force Administration Console.
2. Expand the Data Clean Up Utilities folder and select the Combine Records option.

 

3. Click the Launch: Combine Records button to launch the Combine Records utility.

 

4. In the Record Type field, select Contact.

 

 

5. Click the Binoculars button, next to the Source Contact section, to access the Global Search utility.

 

 

 

6. In the For field, type the name or partial name of the Contact record, and then press the Enter key on the keyboard.

 

For example, type John Fairburn.

 

 

 

7. Click the Chain Link icon, next to the appropriate Contact record, to add the Contact record to the Selected items for linking grid.

 

 

 

 

 

 

 

 

 

 

8. After all of the duplicate Contact records have been added to the Selected items for linking grid, click the Link button.

 

 

 

9. After the Link button is clicked, the selected Contact records display in the Source Contact section.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

10. Click the Binoculars button, next to the Destination Contact section, to access the Global Search utility.

 

 

 

11. In the For field, type the name or partial name of the Contact record, and press the Enter key on the keyboard.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

12. Locate the appropriate Contact record in the grid and click the Chain Link button.

 

 

 

The Contact record that is selected displays in the Destination Contact section.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

13. Click the Combine button.

 

 

14. Click the OK button to finish the combine process.

 

 

Note: Click the View Info button to view a list of records and items combined.