How to merge contacts on Freshsales

Merging contacts in Freshsales is a straightforward process that helps you keep your contact list organized and free of duplicates. Follow these steps to merge contacts:

Step-by-Step Guide

Step 1: Identify Duplicate Contacts
- Navigate to the Contacts module in Freshsales.
- Use the search function to find duplicate contacts by name, email, or phone number.
Step 2: Select Contacts to Merge
- Select the contacts you want to merge by checking the boxes next to their names.
- Click on the 'Merge' button that appears at the top of the contact list.
Step 3: Choose Primary Contact
- A dialog box will appear asking you to choose the primary contact. This contact will retain the main details after the merge.
- Select the primary contact and click 'Next'.
Step 4: Confirm Merge
- Review the details of the contacts to be merged. Ensure that the information is correct.
- Click 'Merge' to complete the process.
Step 5: Verify Merged Contact
- After the merge is complete, verify the details of the merged contact to ensure all information is accurate.
Tips for Managing Contacts
- Regularly check for duplicate contacts to keep your database clean.
- Use tags and notes to differentiate contacts with similar names.
- Utilize the import function carefully to avoid creating duplicates.
The following is a list of all the contact properties that get updated once contacts are merged:
- Contact fields - The primary record is retained with its values. If the primary record has blank fields, then the values of the most recently updated secondary record are filled. However, the following contact fields are updated as follows,
- Created at - The date of the oldest record (primary or secondary) created.
- Updated at - The date when the contacts are merged.
- Territory - If the primary record does not belong to any territory, it is then run against all the territory rules in your account and added to the respective territory.
- Appointments & Tasks - The appointments and tasks of all the secondary records is merged with the primary record.
- Notes - The notes of all the secondary records are merged with the primary record.
- Deals - The deals of all the secondary records are merged with the primary record if the deals belong to the same account as the primary record.
- Account - If the primary record does not have an account of its own, the account of the most recently modified secondary record is merged with the primary record.
- Conversations - All conversations, inclusive of phone calls and voicemails, and chat conversations of the secondary records, is associated with the primary record. Their email address and phone number (in call logs) are replaced with the email address and phone number of the primary record.
- Subscription - Subscription type and status will reflect that of the primary record.
- Activities Timeline - The activities of all the secondary records are merged with the primary record.
By following these steps, you can efficiently merge contacts in Freshsales and maintain a well-organized contact list.