Merging Constituent Records

GiftWorks Cloud allows you to merge two constituents so that you can remove duplicate constituent records from your database. 

Constituent records can either be merged through 'Merge Constituents' in the 'Tools' section or by clicking on 'Merge this constituent' under a specific constituent record.

Step 1: Within GiftWorks Cloud, click on 'Tools' and then on Merge Constituents 

Or under 'Constituents' find one of the constituent records you wish to merge and click on 'Merge this constituent'.

Step 2: Elect a Primary and Secondary Constituent for the merge process.

Note: The Secondary Constituent is removed from the database with any attributes such as notes and activity history moved over where the Primary Constituent has not already captured it fully.

Click on 'Swap Constituents' if you wish to set the constituent selected as Primary to Secondary.

In this example, Todd Tibbets of 11829 Tulip Rd in Flower, Utah has been selected as the Primary Constituent. Under 'Secondary Constituent' we searched for 'tib' and this resulted in the record we've selected as the Primary as well as another record for 'Todd Tibbits' with email toddtibbets@xyz.com.

In this case, I believe the two constituents are actually one person. Click on 'Select' to select for the constituent you wish to merge into the Primary Constituent record.

Note: You are only able to select like constituent types to be merged.

• An individual constituent record can only be merged into another individual constituent record
• A company constituent record can only be merged into another company constituent record
• A household constituent record can only be merged into another household constituent record

If you do not see the option to 'Select' the record it is most likely not the same type of record as the Primary Constituent you selected. If you still wish to merge the records you'll need to update the constituent type so they match. To do this, under 'Constituents' search for the constituent whose type you will be updating, click on the Constituent Type icon and select the constituent type you wish to change it to.

Once you've updated the constituent type, so the records match you can continue with the merge process.

Step 3:

After you've selected the Primary and Secondary Constituents, click on 'Preview Merge'.

Step 4:

Preview Merge will display exactly which fields will remain on the merged constituent after the process and which fields will be removed. The level of granularity shows you exactly what you will be getting after the merge takes place.

Note: Fields will only be removed from the Secondary Constituent never the Primary so you don’t lose any important details.

To ensure complete transparency during this merge process, we also prompt your actions, and give full disclosure of all actions about to take place during the process. You then get all the information up front and get to give that all-important confirmation to the Giftworks application before proceeding.

Once you've reviewed this information, and can confirm that you would like to proceed with the merge you will click on 'Merge Constituents'.

Important: Once you've clicked 'Merge Constituents' the records will be merged and you will not be be able to unmerge the records. If there is any doubt that these records should be merged we caution you not to proceed.

After clicking on 'Merge Constituents' if the merge is successful you will see the message: