When the same person or organisation has been recorded more than once, use the Merge profile quick action 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. Merge profile is one of the actions behind Show more at the foot of the quick actions beside the business card — select Show more first. If it still isn't listed, you likely lack these rights — ask an administrator to grant them. See Quick actions on a profile (Document ID: 293).
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 you want to keep (it is filled in as the Primary Profile), select Show more in the quick actions, then choose Merge profile. The Merging profiles drawer opens on the right, summarising what will happen.
- Under Select the profiles below to complete the merge, set the two records. The record you opened is filled in as the Primary Profile; use the other box to search for the second record by name (each result shows extra details, such as an email address, to help you pick the right one):
- Duplicate Profile (left) — "the profile you no longer need". Its data is moved to the Primary and it is then deleted.
- Primary Profile (right) — "the profile you want to keep".
- If you have set them the wrong way around, select the Swap profiles button (the two-arrow icon between the boxes) to switch them.
- Select Confirm Merge. It stays unavailable until both a Duplicate and a Primary profile are set. To back out without merging, select Cancel.
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.
The drawer also states that if both profiles have primary contact details, the Primary Profile's details are kept.
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 Swap profiles if needed) before confirming.