FastTrac: Household Transfer/Merge
How to run a Household Transfer / Merge in RecTrac 3.1
Summary
Join Brian Hatch as we review how to process a Household Transfer / Merge within RecTrac 3.1
Video
Transcript
In this video, we're going to walk through the process of using the household transfer merge program to clean up any duplicate family member or household records in your database. Once a transaction has been completed against the household or family member, we blocked the ability for you to be able to delete those records. Hence, we have the Transformers program that allow you to clean up those records. The first step in the process is identifying duplicates. And you can Type in duplicate in the menu and you'll find our duplicate household listing. So this is a tool you can use that'll generate a report, based off different criteria of potential duplicates in your database, you can run this report periodically to help identify duplicates, and then do the next steps of actually cleaning up those duplicates. Once identified, you can use our household transfer merge program from the menu. And on that Screen, you'll see that there is a breakdown of a from household record and a two household record. So in the this program is going to take the from records and take them out of that household and move them into the records on the to household. And again, this can be used in several different ways. In our first example, we're going to walk through the process of cleaning up a duplicate family member record in the same household. So my from household record, I'm going to go ahead and Click on my little Pick list here. And I'm going to go ahead and select the John Snow record for household 13 have already identified that as having a duplicate family member record. So in this example, because they're on the same household, I'm going to also select household 13 on the right hand side, then you can advance to the next Screen. So I'm going to hit begin transfer merge at the bottom right. And I can see at this Screen, it breaks down again into the from records and the two records. And my selections are basically on the front side. So right now by default, each family member is set to do not transfer merge, assume you don't want to do anything by default. And this gives you the ability to review the records on the left and determine what records you actually want to do a merge option with. So revealing information on the left, I can see that I have two John snows in this household. And they actually have the same birthday and it appears to be a clear duplicate. So on the third record, in my example, I'm going to say that that's the one I want to merge into the number one record. So if I Click on my pull down, I can see I want to merge John Snow into number one. So I'm going to move them out of the three spot and move them into the number one record for the two household. And now I get to advance to the next Screen, I can review my changes. And I can see the end result if I actually process at the bottom is that the one John Snow will exist and he'll be a family member number one in this database. So if these results look correct to me, then I can actually hit the final process changes option to complete the merge in this example, there is no undo Button. So please make sure that the results on the Screen match up with what you're trying to accomplish. I'll go ahead and hit process changes at the bottom right. And the merge is now complete. So I now have my household 13 now has one single family member in there that represents Jon Snow rather than the duplicate records that we started with. And our next example, we can work with a true duplicate household example. So again, in my from record, I'm going to choose the record that I'm okay with moving the information out of so I actually have two different John Snow households that have already identified so I have household 14 and 13 I can see the addresses are slightly different along with the emails and phone numbers. So in this case, I'm going to choose my from record as the newer John Snow. So in my example, I'm assuming that the customer created this account on the website and it wasn't caught with one of our duplicate checks. So they were able to create this and this is the one I want to merge into our true John Snow record that we've probably had over time, that might have more historical data linked to it. So my from record in my example is going to be household 14 And we'll move records out of that into my original household 13. So I now have two different households selected on the Screen and I can hit the begin transfer merge button in the bottom right and now at this example I have my from records that again I want to match up with my to records and I could see that John Snow in the from household and I have John Snow in the to households want to match those up. And then in my example actually have a family member and my from household that doesn't exist in my to household. So if I look at my options for Daenerys here I can see, actually just want to transfer there really is no merge in this example, I want to transfer her into the new household as a completely separate record. And to review my changes, I'm just gonna go to preview at the bottom and I can see that my records now match up, I have one single record for each my from household is going to be going away. And as additional kind of checking can go to transaction details in the top. And you can review that the transactions that are linked to either the from household to household or matched up with the right family members. And you can see that there's a few Point Of Sale transactions listed in here. And Daenerys for example, she had a transaction she's getting moved over, but not merge. John Snows merging records are merging into John Snow and those match up and that's another good check to make sure what we've selected is exactly what we want to happen. At this point, I can hit process changes, and that'll complete the merge. And now, the end result now is only have one household where I originally started with two. As a note, you might want to reach out to the household and just let them know that you've completed this change and that you've merged the records and that they would want to use this household record going forward and to avoid and head off any new duplicates that they might create any confusion that might be there. And that's how you run the household transfer merge programming RecTrac