When company profiles are imported from the New Zealand Companies Office, Connectworks creates a profile for each director and shareholder that the Companies Office has recorded against the company in your Contacts list (in the Clients>Contacts tab). As the Companies Office does not provide a "unique identifier" on individuals, this will lead to two or more profiles being created for the same person (for example, where an individual is both a director and a shareholder of the same company, or where an individual owns shares under multiple allocations). There may also be additional duplicates of a client appearing in your contacts list due to being associated with a trust or multiple companies.
It is essential to ensure that there is only one copy of each unique individual held in your Contacts list. It is important to merge (rather than delete) these duplicate contacts, to combine all their roles into a single profile. There are many reasons that this is important, such as:
- Maintaining accurate oversight over all of a client's roles, entities and associations.
- Preventing performing Due Diligence and identity checks on the same client more than once.
- Ensuring the client is not set up with multiple Connectworks accounts.
- Ensuring that updating a clients personal information (such as phone number or address) will also update their details held in all the clients associated entities.
- Generating reports on clients.
Below we have outlined the process for ensuring that your contacts list is merged, and how to easily maintain you Contacts list in the future.
Merging Contacts After Importing Companies or Setting Up Trusts
1. From your firm workspace go to Clients>Contacts.
2. Using the search bar begin typing the clients name until all copies of the client appear in the list.
3. If your firm has been using Connectworks for a while you will need to check if the client has a Connectworks login account attached to any of the profiles. To do this select the tick box next to the clients name. In the slide out which appears on the right check for the field "Connectworks Yes, has a login account" or "ConnectworksNo, has no account" (see screenshot below).
4. If any one of the duplicate profiles shows "Connectworks Yes, has a login account" treat this profile as the Primary Contact, which all other duplicate profiles will be merged into.
If all duplicate profiles show "ConnectworksNo, has no account", but one of the profiles has more complete information stored in it (such as stored documents, Client Due Diligence / Centrix check information or additional address/contact details) treat this profile as the Primary Contact, which all other duplicate profiles will be merged into.
If all duplicate profiles show "ConnectworksNo, has no account" AND no additional data has been entered against any of the profiles, select the first instance of the contact holding the role as a Director in the "Related Associations" field showing at the bottom of the slide out (see screenshot below) and treat this profile as the Primary Contact, which all other duplicate profiles will be merged into.
If none of the above points apply you may select any of the profiles as the Primary Contact. Check every duplicate profile to identify the Primary Contact before proceeding with the next steps of the merging process.
Important: The Primary Contact should always be the first profile selected (using the tick box) when merging.
5. Select the Primary Contact tick box, and then select all other profiles for the client (up to a maximum of 9 profiles, plus the primary contact). A list will begin to appear in the slide out menu.
6. When you have selected all duplicate versions of the contact select "Merge" using the Cogs drop down menu (see screenshot below).
After successfully merging all of a contacts profiles you will see a full list of the contacts associated entities, and their roles within them, appearing under the "Related Associations" field of the slide out.
Monthly Merge Check for Firm Administrators
We recommend all firms perform a monthly merge check to ensure the Contacts list is maintained in a tidy manner. The easiest way to identify if any duplicate profiles which have been created during the course of the month is to download a .csv file of your Contacts list and use the "match duplicate values" function in Microsoft Excel to quickly identify any double ups.
1. From your firm workspace go to Clients>Contacts.
2. Select the "I would like to..." dropdown menu and "Export list (CSV)".
3. Open the Excel file when the download is complete.
4. Select the header for Column A to highlight all cells containing client names.
5. Navigate to the "Conditional Formatting" menu.
6. In the Conditional Formatting menu select "Highlight Cell Rules" then "Duplicate Values". You will then be asked to confirm your selection. Just select yes and you will find all duplicate contacts are now highlighted red.
7. Return to Connectworks, locate these clients in your Clients>Contacts list and complete the merging process for all duplicates.
How to Handle Duplicate Companies Appearing in your Contacts List
details coming soon...