Merging Records in Novi
1. Find the Members You Want to Merge
The Search box is a helpful tool for locating the two records you'd like to merge.
When the Members list populates, check the boxes next to the two records that you'd like to merge.
Note: Only two records can be merged at a time. To merge more than two member records, repeat this merge process multiple times.
Click on the Batch Actions button at the top of the Members list and select Merge Records.
3. Determine "Winning" & "Losing" Data
Pressing "Merge records" will open up the modal below.
Your Main Record selection determines which record is the "winner" in the merge.
Sometimes the system will force one of the records to be the main record and not allow you to change it. For example, if a deleted/deactivated record is included in the merge, then it cannot be the main record. The good news is that you can pick which data "wins" - even if it's the data on the secondary record!
Choose which data you want to keep from Record One and which you want to keep from Record Two.
When merging a record that has membership (i.e. Member Type, Join Date, Expiration Date), be sure to select the dates so they don't become a Non-Member after the merge. If both records have dates, choose the one with the correct Expiration Date. Then you can edit the Join Date after the merge if needed.
When merging two "person" records, don't forget to keep the correct User Account so the person can continue to log in to the site.
Click the Merge Records button to save, and the records are merged.
NOTE: If any staff members you are moving over were the primary/billing contact on a record, you'll have to give them that access again once the merge is complete.
Companies vs. People
Only records of the same "Company" or "Person" status can be merged. If you are attempting to merge a company record and a person record, you will notice that the system will prevent this by graying out the merge button.
To update this, change the record that should actually be a person or company by going to the record > Settings > click "This customer is actually a company (or person)" and the record will automatically update. You will then be able to proceed with the merge.
If one record is the parent of the other, an error will occur during the merge. In this case, remove the parent relationship and try the merge again.
Merging Records & Third-Party Integrated Software
When merging records in Novi, here are a couple of tips for third-party integrations that sync member records from Novi for login and access:
The best practice is to keep the record that is currently synced with the third party as the winning record, and then choose individual sections or fields with the most up-to-date information. This way, any previous engagement in the third-party integration is not lost.
Specifically, if using Higher Logic, note that if the winning record in Novi was not already previously syncing over, the merge creates a fresh account in Higher Logic. All posts and threads will remain, but any individual engagement (history/points) will be reset.
When to Merge Records in QuickBooks
In certain circumstances, merges must be initiated within QuickBooks:
When both companies have deposits and/or sales receipts associated with them.
When books are closed, limiting Novi's access to them.