Zoho FSM | Merge Records

Merge Records

In Zoho FSM you can easily eliminate duplicate records. While syncing data with external systems (e.g. Zoho Invoice/Books), or importing external data, there are chances of duplicate records getting added to Zoho FSM. In this case, you might want to consolidate the details in these records or merge these records.  In Zoho FSM, you can merge the following records:
  1. Contacts
  2. Companies
  3. Services And Parts
Permission Required: View, Create, Edit, and Delete permissions of the module whose records need to be merged

Merging Records 

To merge records:
  1. Select the record with which you want to merge other records.
    This record will be considered the Master record.
  2. Select Merge [Record] from the Edit dropdown button.



  3. In the Add Record field, type in a name or email to search for records that you want to merge with the master record. Select the checkbox of the records you want to merge with the master record. Click Next.
    The selected records are displayed at the bottom.



  4. Select the record values that you want to retain in the master record. Click Merge.
    As you select the values, the Preview Section will reflect the changes in the master record.



  5. Click Merge in the confirmation message.

After a successful merge, the master record will be updated with the new values and the duplicate records (records chosen to merge with the master record) will be deleted.

Merge Errors 

During a merge, you might encounter some errors. In the following sections, the reasons for these errors are mentioned.

Contacts

During contacts merge, the following errors can occur:
  1. If there is a mismatch between the Currency of the duplicate record and the master record, then the merge will fail. You will encounter an error as shown below.



  2. If there is a mismatch between the Company of the duplicate record and the master record, then the merge will fail. You will encounter an error as shown below.

Companies 

During companies merge, the following error can occur:
  1. If there is a mismatch between the Currency of the duplicate record and the master record, then the merge will fail. You will encounter an error as shown below.


Services & Parts 

During Services & Parts merge, the following error can occur:
  1. While merging, if the total no of service tasks of the master record and the duplicate records combined exceeds five, then you will encounter the error shown below.

Points to Remember

  1. After merging, the addresses, notes, and related lists of the duplicate records will be transferred to the master record.
  2. After a successful merge, in all the records (work order, service appointment, etc) where the duplicate records were previously used, those references will be updated with the merged master record.
  3. You can choose up to five records for merging with the master record. After you have chosen five records, the search field will be disabled.



  4. If the value of an attribute is the same in all the records, then the select option will be disabled for that attribute.



  5. On the Merge [Records] screen, if the value is not present for an attribute in the master record, then the value (if present) in the next record will be selected.



  6. On the Merge [Records] screen, you can remove an added record.



  7. On the Merge [Records] screen, records with the same name as the master record, will already be displayed



  8. On the Merge [Records] screen, Parts won't be included for the Services search and vice versa



  9. The timeline will be updated with details of the merge.



  10. After a merge, the records which were merged will still be present in Invoice/Books. If later the user modifies these records in Invoice/Books, then during the next sync, these records will be synced with FSM.
  11. If you choose a new Invoice ID for the master record, after the merge, the FSM master record will be linked to that record in the Invoice. However, the details in the master record will reflect in the Invoice record only after the next sync, provided no changes are done to the Invoice record until then.


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