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Merging Duplicate Contacts

Contents

1. Merging Contacts After Importing Companies or Setting Up Trusts

2. Monthly Merge Check for Firm Administrators

3. How to Remove Duplicate Companies Appearing in your Contacts List

4. How to Remove Duplicate Contacts when the Client has a Log-in Account or Completed Centrix Check

5. Download training module

 

Overview

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 having roles in 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 in multiple entities.
  • Preventing due diligence and identity checks being performed on the same client more than once, under different profiles.
  • 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 your contacts list in the future.

 

Merging Contacts After Importing Companies or Setting Up Trusts

Following importing a Company, setting up a Trust or using our bulk import service, you will need to merge the duplicate contacts that have been created.

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).

1._login_account_check.png

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.2._director_role_-_related_associations.png

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 tick box of the profile you have identified as the Primary Contact, 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).

3._cogs_-_merge.png

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.

Tip: You can quickly deselect the entire list of contacts you've created using the - symbol at the top (see screenshot below). Or just deselect individual contacts with the tick box.

6._deselect_list.png

 

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.

4._monthly_check_-_export_list.png

6. In the Conditional Formatting menu select "Highlight Cell Rules" then "Duplicate Values". You will then be asked to confirm your selection. Select yes and you will find all duplicate contacts are now highlighted red.

5._Highlight_duplicate_values.png

7. Return to Connectworks, locate these clients in your Clients>Contacts list and complete the merging process for all duplicates.

 

How to Remove Duplicate Companies Appearing in your Contacts List

If you attempt to merge a duplicate company appearing in your contacts list you will receive an error warning. Companies appear in your contact list for two reasons:

They are a shareholder of a Company managed by your firm, which has been imported from the Companies Office.
OR
The company has been incorrectly set up as part of a trust.  A duplicate has been created by not using "search existing contact or client" when manually setting up associated parties, or by loading trusts via bulk import.

First you need to identify which scenario applies to your situation. To do this, locate all duplicates of the company appearing in your Clients>Contacts list by searching for the company name in the search bar.

Select the tick box for each company and review the "Related Associations" which appear at the bottom of the slide-out panel. It will show either a company name with "shareholder" or a trust name with a trust role.

1._Company_-_related_association.png

There will be a duplicate contact for every share parcel the company is involved in, and/or every incorrectly set up trust. If the duplicates are involved in both share parcels and have roles in trusts proceed with updating the shareholder duplicates first then move on to update trusts, as per the order outlined below:

For all Duplicate Companies

Identify if the duplicate company is a client of your firm 
ie. has the company already been imported into Connectworks and appears in your Clients>Companies list, or is the company a client within your practice management system or other database, but not yet managed in Connectworks?

If the duplicate company in your Contacts list is also a client of your firm (or a Corporate Trustee Company for a trust managed by your firm) proceed with the steps outlined in Scenario 1 & 2 below.

If the duplicate company in your contact list is not a client of your firm and/or a Corporate Trustee Company for a trust managed by your firm, and you do not believe they will become a client in the future you may chose to simply discard all duplicates in Clients>Contacts by selecting them with the tick box and then discarding with the "Cogs" menu.

If the duplicate company in your contact list shows no related associations in the tick-box slide out you may simply discard these unassociated duplicates in Clients>Contacts by selecting them with the tick box and then discarding with the "Cogs" menu.

 

Scenario 1: The Duplicate Company is a Shareholder

In this scenario you will need to reassign the share parcels held by duplicate contact profiles, and link them correctly to the real version of the company held in your Companies list, before removing the duplicate companies from your Contacts list.

1. Search for the name of the duplicate company appearing in your contacts list in your Clients>Companies list (using the search bar).  If the company is not appearing in your Companies list import the company before proceeding.

2. Return to your Clients>Contacts list and search for the company name using the search bar to bring up all duplicates of the company.

3. Select the tick box of the first duplicate appearing in the list, then click the link of the company name appearing under "Related associations" to enter the Workspace of the company the duplicate holds shares in.

4. In this company workspace navigate to the Admin tab (left column) and then to Other Organisations at the top. 

2._Company_admin_tab_-_other_organizations.png

5. Select the tick box of the duplicate company and use the cogs menu "edit" option to re-name each copy of the company.

Place a Z in front of the company name and then click "Update and Close". It will now appear in your "Other Organisations" list like this:

3._Z_company.png

Important: Repeat steps 2-5 for every duplicate copy of the company appearing in your Clients>Contacts list. This is done so you can easily identify the duplicate companies which are to be removed in the next steps. Your Clients>Contacts list should look like the screenshot below before you proceed.

3a._z_company.png

6. After renaming all duplicates, return to your your Clients>Contacts list and select the tick box of the first duplicate, then click the link appearing in "related associations" to enter the related companies workspace.

7. In this companies workspace navigate to the Admin tab (left column) and then to Other Organisations at the top.  Select "I would like to" and "Add an existing organization" and search for the company name. Select the Non-Z titled company from the list that appears, and then select Create (as per screenshot below).

3c._add_existing_organization.png

If the company has been linked correctly it will now appear with a "chain link" symbol next to the company name (as per screenshot below). This is an indication that the contact is linked with a real company profile held in your Clients>Companies list.

3d._link_appearing_by_company_name.png

The final task is to reassign the share parcel to the linked version of the company:

8. Navigate to the Shareholders tab and then Allocations at the top. Type the name of the duplicate company into the search bar to bring up all share parcels which they are part of.

4._shareholders_-_allocations.png

9. Select the "Z company" tick box, and then "Change" next to the Parties to the allocation section that appears in the slide-out menu.

5._change_parties.png

10. Search for the company name under existing organisations and select the Non-Z company to add it to the share parcel. Then remove the Z company (leaving the commencement & retirement date fields blank) and select Update.

5a._change_parties.png

11. Repeat for all share parcels displaying the Z company in an allocation.

12. Now the share parcel is correctly linked with the real company profile you can delete the Z company using the cogs menu - first from the "Other Organisations" within the company workspace, and then discard it completely from your Clients>Contacts list with the cogs menu (as long as the company shows no other related associations).

 

Scenario 2: The Duplicate Company is Part of a Trust

In this scenario you will need to reassign the role/s in a trust held by duplicate contact profiles, and link them correctly to the real version of the company held in your Companies list.

1. Search your Clients>Companies list (using the search bar) for the name of the duplicates appearing in Contacts.  If the company is not appearing in your Companies list import the Company on the Corporate Trustee Subscription Plan before proceeding.

2. Return to your Clients>Contacts list and search for the company name using the search bar, to bring up all duplicates of the company.

3. Select the tick box of the first duplicate appearing in the list, then click the link of the company name appearing under "Related associations" to enter the Workspace of the trust the duplicate profile holds a role in.

4. In the trust workspace navigate to the Parties tab in the left column. Locate the company that is appearing as a duplicate in your contacts list and rename it (using edit profile in the Cogs menu) by placing a Z in front of the company name . It will now appear in your associated parties list like this:

1._z_company_in_parties_ tab.png

5. Make a written note of the roles held by the Company which appear beneath the company name. Select the tick box and make also make a written note of the trustee and/or beneficiary appointment/retirement dates appearing in the slide-out.

6. Still in the trust workspace>associated parties tab, select edit in with the Cogs menu. Navigate to "roles" in the left column.
Select the "Remove as Trustee" tick box, then select "I made a mistake, remove from history".
Repeat if the associated party is a beneficiary.
Deselect the tick boxes for all other roles (eg. settlor) and then "Update and Close".
The Z Company will now appear with "No Role" in the associated parties list and can be deleted from the trust workspace using the cogs menu.

2._remove_trustee_.png

7.  Still in the trust workspace>associated parties tab, select "Add associated party" and then search for the company name using the "existing client or contact" search bar.
Reassign all roles and appointment dates. Then select "Create".

4._assign_actual_company.png

If the company has been linked correctly it will now appear with a "chain link" symbol next to the company name (as per screenshot below). This is an indication that the contact is linked with a real company profile held in your Clients>Companies list.

chain_link.png

8. Now that your trust is updated with the correctly linked company you can discard the Z Company completely from your Clients>Contacts list with the cogs menu (as long as there are no other related associations).

 

How to Remove Duplicate Contacts when the Client has a Log-in Account or completed Centrix check

When a client has a Connectworks login account or a completed Centrix check, you may be unable to merge their profile. Instead the duplicates must be removed manually in their associated entities, and replaced with the correct contact profile.

accountholder.png

1. From the Clients>Contacts list locate the duplicate to be removed (always the profile with no login account/Centrix record).

2. Identify the duplicate profile to be removed, select the person with the tick box, scroll down to the related associations that show at the bottom of the slide-out.

3. Click the link to enter into the workspace of the Company/Trust that shows a relationship with the duplicate contact (if there is more than one associated entity you need to repeat this process for each entity).

4. In the Company/Trust workspace navigate to the Admin*  tab in the left column.
*For trusts this tab is called Parties

admin.png

5. Select the tick box by of the person and use the cogs drop down to select "edit profile" of the contact - place a Z in front of the persons surname so you can identify it as the duplicate to be removed. Update & close.

6. Select the "add person" button and then search for the person as an “existing contact”. Add the correct profile (the version not showing a Z). Assign their role/s as a director, trustee beneficiary etc. (if applicable). Update & close.

7. Select the Z duplicate and use the cogs to “edit profile”. Remove them from any assigned roles using the "I made a mistake, remove from history" option. Update & Close.

remove_director.png

Steps 8-11 will only apply if there are share parcels assigned to the Z contact, which need to be reassigned.
If there are no share parcels to reassign, skip to step 12.

8. If the Z contact is showing as a shareholder enter the Shareholders>Allocations tab in the company profile.

9. Select the Z individual and then “change parties” in the cogs dropdown.

change_parties.png

10. Add the correct profile to the share parcel, and remove the Z version (leaving the commencement & retirement date fields blank). Then select Update.

change_parties_2.png

11. Repeat this process for all share parcels showing the Z person (if more than one).

12. Now return to the Admin tab, where the Z person should show “no assigned role” beneath their name. If this appears you can select the Z person with the tick box, then using the cogs drop down you can now delete them.

13. Finally, return to the overall Clients>Contacts list. Locate the Z person. If there are no related associations showing against their name when selected with the tick box, you can now discard the Z profile using the cogs menu.

14. If they are showing associations to more entities you need to work through this process for each entity, adding the correct profile and assigning their role for each company, before un-assigning the Z contact from their role, deleting them from the Company/Trust admin profile and then finally discarding the Z contact from your Clients>Contacts list.

 

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