What the Duplicate Contact Management and Merge Tool Does
The Duplicate Contact Management and Merge Tool scans contacts for potential duplicates.
Duplicates can be found by:
Email
Phone
Name
Admins can review duplicate groups, choose a master contact, and merge selected records. A merge can combine related data, such as notes, tasks, tags, emails, opportunities, and custom fields into the master contact. Merges cannot be undone.
Permissions and Limits
Only admins can access and use the Duplicate Contact Management and Merge Tool. Team members and standard users do not have access.
Important limits:
Up to 10 records can be merged in one batch.
Duplicate detection uses primary email, primary phone, or name.
A completed merge cannot be undone.
How to Open Manage Duplicates
Go to Contacts.
Open Smart Lists.
Click the three-dot menu.
Select Manage Duplicates.
How to Find Duplicates
Choose how to find duplicates:
Email
Phone
Name
Click Find Duplicates.
Kyrios scans the contact database and shows matching duplicate groups.
How to View Duplicate Groups
Duplicate results appear as grouped records. Each group shows how many contacts were found for that duplicate value.
Click the arrow next to a group to expand it.
How to Review Duplicate Records
After expanding a duplicate group, review each contact before merging.
You can:
Select contacts to include
Choose the master contact
Compare field values
Reject the group
Review before merging
Merge selected contacts
Use Review when you need to confirm field-level details before merging.
How to Select the Master Contact
The master contact is the contact record that remains after the merge.
Choose the master contact carefully. The master contact keeps the primary contact identity, and selected data from duplicate contacts is merged into it.
How to Merge Duplicate Contacts
Expand the duplicate group.
Select the contacts to merge.
Choose the master contact.
Click Review if you need to inspect details.
Click Merge.
Confirm that you understand the merge cannot be undone.
Complete the merge.
After merging, related contact data is combined into the master contact.
How to Reject a Duplicate Group
Use Reject when the records are not duplicates. Rejected duplicate values are excluded from future duplicate scans. Only reject a group when you are sure the contacts should not be merged.
What Happens to Workflows After a Merge
If a duplicate contact is merged into a master contact, Kyrios may transfer active workflow execution to the master contact. If the master contact is already enrolled in the same workflow, Kyrios may stop the duplicate workflow run and keep the existing master contact workflow run. Check Execution Logs if a workflow appears to stop after a merge.
Best Practices
Run duplicate scans regularly.
Review conflicts before merging.
Choose the master contact carefully.
Use Reject only when the records are not duplicates.
Standardize data entry to reduce future duplicates.
Download or preserve important signed documents before merging, because signed documents may not automatically transfer to the master contact.
Common Issues and Fixes
No duplicates were found
Try another scan option, such as Phone or Name.
The merge limit is reached
Only 10 records can be merged at one time.
Merge the first set, then return to merge more records.
The Merge button is disabled
Confirm the required acknowledgment checkbox before completing the merge.
The Manage Duplicates option is missing
Only admins can access Manage Duplicates.
A workflow stopped after merging contacts
Open the workflow Execution Logs to confirm whether execution transferred to the master contact or stopped because the master contact was already enrolled.
FAQ
What happens if Allow Duplicate Contacts is turned on?
Duplicates can still be created through forms, integrations, or other entry points. Manage Duplicates can scan and merge them later.
Can I undo a merge?
No. Merges are permanent.
Will conversations, opportunities, or appointments be lost?
No. Related records are combined into the master contact when included in the merge.
How often should I run a duplicate scan?
High-volume accounts should scan weekly. Lower-volume accounts can scan monthly or after bulk imports.
What happens to in-progress workflows when contacts are merged?
Kyrios may transfer workflow execution to the master contact so the automation can continue.
What happens if the master contact is already enrolled in the same workflow?
Kyrios keeps the master contact’s existing workflow run and may stop the duplicate contact’s extra run.
What happens to signed documents when contacts are merged?
Signed documents do not automatically transfer to the master contact. Review and download important signed documents before merging.