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👉You will need access to Administration Tools to use this feature.
Overview
The Merge feature in AdviserLogic allows you to combine duplicate client records into a single profile, ensuring data accuracy and a streamlined client database. This process consolidates all financial, personal, and historical data from both records into one, eliminating redundancy and improving record management.
⚠️ Important Disclaimer
Merging client records permanently combines all data from both profiles. This action cannot be undone.
If you need to link two clients as partners (spouses or de facto couples), do not use the merge feature. Instead, follow the Marry Clients Instructions to correctly associate them while maintaining separate records.
Merging Duplicate Records
Duplicate records sometimes occur when data is migrated from another CRM or when a client is accidentally entered more than once. If a duplicate does not appear in the dropdown menu, check the client's relationship status to see if they are registered as a spouse or partner of another client, as this may exclude them from appearing.
To resolve this, you can use the Manage Client Merger tool to consolidate individual client records. For business clients, the Business Client Merger tool is available to ensure all relevant data is correctly combined.
To access the tool, navigate to Tools > Advanced Records Management > Manage Client Merger.
Be mindful to conduct searches using different criteria, such as first names instead of surnames, to ensure all potential matches are identified.
On the Client Merger page, enter the primary client's name in the Primary Client field and select the correct client from the dropdown menu. Repeat this process for the Secondary Client, ensuring you select the duplicate record that needs to be merged. If the client does not appear, verify their relationship status as a spouse/partner or utilize alternate search parameters.
📌Note
When merging client records:
The Primary Client refers to the main record that takes precedence and will remain active after merging.
The Secondary Client is the duplicate record that will be merged into the primary client and hidden. You can ensure the correct client has been selected by noting the client's ADLID which can be found in the client's Fact Find > Internal > Account Codes. - Additionally, check if the client is registered as a spouse or partner of another client, as this status may influence their visibility in the dropdown.>
If any fields in the Primary Client record are empty, they will be automatically populated with the corresponding data from the Secondary Client record. This ensures the most complete and accurate information is preserved after the merge.
Example
If the Primary Client record does not have a Middle Name, but the Secondary Client record does, the final merged record will retain the Middle Name from the Secondary Client.
Select the checkboxes for the modules you want to merge between the Primary and Secondary client records. Once you have selected the required modules, click the Merge button to complete the process and consolidate the records.
⚠️Important Note
This action cannot be reversed once completed.
The Secondary Client record will be hidden, but it can still be accessed by performing a Hidden Client search.
If needed, the hidden client can be reactivated, but any changes made to the Primary Client after merging will need to be updated manually.
Risk Profile information will not be transferred from the Secondary Client to the Primary Client. You will need to manually update this information if required.- Certain data fields, such as file notes or specific Fact Find sections, may not merge properly. Manual corrections might be required in these cases to ensure data consistency.
A Confirmation Prompt will be generated before committing to the merge. Select OK to continue.
A Confirmation message will show in the Client Merge window.
Conducting a quick search will now only show the Primary Client.
A File Note will be created in the Primary Client.
To find the hidden Secondary client run a Hidden Client search.
💡The hidden client can be made Active by navigating to Fact Find > Internal > Additional Information and updating their status.
However, please note that the merge cannot be reversed, and any changes to the Primary Client must be updated manually.
If merging is unsuitable, deletion isn't permitted; hiding duplicate client records is the best way to remove the record. This action ensures compliance by keeping the record accessible but not active in standard workflows.
Hiding is particularly useful when the duplicate contains unique regulatory or historically significant data that cannot be merged or deleted.
