How to Remove Duplicate Companies in your Contacts List

Overview

If you attempt to merge a duplicate company appearing in your contacts list you will receive an error warning. However they can still be removed, but you will need to re-assign their active roles in a company/trust first. This article explains how to identify their role, reassign it and then remove these companies from your contacts.

Contents

1. Identify Companies Role/s

2. Scenario 1: The Duplicate Company is a Shareholder

3. Scenario 2: The Duplicate Company is Part of a Trust

 

Identify Companies Role/s

Duplicate companies appear in your contact list for either of two reasons. First you need to identify which scenario applies. To do this:

1. Locate all duplicates of the company appearing in your Clients>Contacts list by searching for the company name using the search bar.

2.Select the tick box for each company and review the "Related Associations" which appear at the bottom of the slide-out panel. Identify if:
They are a shareholder of another Company 
OR
The company has been set up as part of a trust.

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.

For trusts a duplicate is created by not using "search existing contact or client" when manually setting up associated parties, or when loading trusts via bulk import.

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.

 

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. If the company is not appearing in your  firms Companies tab import the company before proceeding.

1. Search for the name of the duplicate company in your Clients>Companies list (using the search bar). Edit the profile and add an email address against the real version of the company. 
*if you do not have an email address for the company simply enter something as a placeholder, for example nil@nil.nil - this will become the detail which helps you to identify the true company from the duplicates you are trying to remove in the following steps.

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. In the contacts list, select the first duplicate company's tick box and then click the link showing in the slide out "Related Associations" section to enter the workspace of the company which it holds shares in.

4. Navigate to the Admin tab (left column) and then to Other Organisations at the top.  Select "I would like to" and "Add an existing organisation" and search for the company name. Select the version of the company which appears with the email address showing beneath it in the list. Update & close.

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:

5. 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

6. Select the share parcel's tick box, and then "Change" next to the Parties to the allocation section that appears in the slide-out menu.

5._change_parties.png

7. Search for the company name under existing organisations and select the company showing the email address to add it to the share parcel. Then remove the original company (leaving the commencement & retirement date fields blank) and select Update.

5a._change_parties.png

8. Repeat for all share parcels displaying the duplicate company in an allocation.

9. Now the share parcel is correctly linked with the real company profile you can delete the duplicate 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. If the company is not appearing in your firms Companies tab import the Company on the Corporate Trustee Subscription Plan before proceeding.

1. Search your Clients>Companies list (using the search bar) for the name of the duplicates appearing in Contacts.

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).