Friday, November 18, 2011

Merging or "Absorbing" Contacts & Accounts

If an Account has two or more contacts in it, but they have been created as separate accounts instead of 1 account with 2 contacts, how do you correct this error?  Or, what if there are duplicate records (i.e. two "Nick Carter's" in the database) each with some history and/or tasks recorded on them.  Can you consolidate?

Yes.

Under the green Contacts box in any Account View you will see "Absorb..."  It's next to the option to Add New contacts.  This function will find another contact and absorb it under the current Account.  The first step is to search for that contact by name. 

When the matching results are shown, pick the contact you intend to absorb.  Next, you're presented with two options:
 - "Contact Only" will absorb only the contact information.  This is applicable in a case where one contact perhaps leaves one company and goes to work for a different one in your database.  You can move that contact from one Account to another.
 - "Entire Account" is used when you are truly going to merge the two accounts together.  With this option, all history, tasks, projects, e-billing, transaction, and any other data related to the account will also merge. 


Tuesday, November 1, 2011

Dissimilar Values

Why do I see "Dissimilar Values" warnings? 

In short: because your values are dissimilar.  But what does that mean, and why do I care?

First: What does it mean?  It means that the value you typed into this field is dissimilar from all other records in your database.  For example, if you typed "Purch." into the Department field, you may be warned because all of your other records are labeled as "Purchasing" without abbreviation.

Secondly: Why should you care?  This warning is applied on key fields where users could make use of segmentation - grouping of contacts into one list for marketing or sales purposes - using our Query tool.  For example, using the illustration above, if you want to send a mailer to all people in the Purchasing departments of their respective companies, then entering the value "Purch." would actually prevent this contact from being included in the Query where Department IS "Purchasing".

Finally: When should I ignore it?  There are only two circumstance when you can ignore this warning.  First, if you are new to AddressTwo and entering data into these fields for the first time, you may find that you simply don't have enough to compare it to.  Dissimilar simply means that no other contact would match this one.  That would only be true on the first instance of using this value.  Second, if you're absolutely certain that you wish to create a new segment then you indeed should ignore the warning.