When the same person or organisation has been recorded more than once, use Merge Profile to combine the records into one. Merging transfers all data onto the record you keep and permanently deletes the duplicate.
Before you start
Merging requires the relevant merge / delete permissions. If you don't see Merge profile in the quick actions, you likely lack these rights — ask an administrator to grant them.
Read-only records can't be merged. If a record is marked read-only, SwiftFox blocks it from being merged so its data can't be changed by accident. Clear the read-only status first if you genuinely need to merge it.
How to merge
- Open the record and choose the Merge profile quick action.
- In the drawer, search for and set the two records: - Primary — the record to keep. - Duplicate — the record to delete, transferring its data to the Primary.
- If you have set them the wrong way around, click the double-arrow to swap Primary and Duplicate.
- Confirm the merge.
What happens on merge
- All data — posts, financials and contact details — moves from the Duplicate to the Primary.
- The Duplicate record is permanently deleted.
- A post is generated on the Primary recording that the merge took place.
How conflicts are resolved
If the Primary and Duplicate both hold a value for the same custom field, the Primary's value is kept and the Duplicate's conflicting value is discarded. Review the Primary before merging if you want to preserve a particular value.
Good practice
- Decide which record should be the Primary before opening the merge drawer — usually the more complete or more recently active record.
- Because the merge is permanent, double-check the Primary/Duplicate assignment (and use the double-arrow to swap if needed) before confirming.