Duplicate Suggestions & Merging

CauseVox automatically identifies potential duplicate records across your contacts, households, and organizations. When duplicates are found, they appear as suggestions that you can review, merge, or dismiss.

Navigating Duplicate Suggestions

Duplicate suggestions are available for each entity type:

• Contacts — Navigate to CRM > Contacts > Duplicates tab
• Households — Navigate to CRM > Households > Duplicates tab
• Organizations — Navigate to CRM > Organizations > Duplicates tab

Status Tabs

Each duplicates page has three tabs:

Tab	Description
Suggested	Active suggestions awaiting review. Sorted by most recently found.
Merged	Previously merged records. Shows which record survived.
Dismissed	Suggestions you've marked as not duplicates.

Sorting & Search

• Use the Sort button to order by Weighted Score, Last Found At, Merged At, or Dismissed At
• Use the search bar to find specific suggestions by name or email

Reviewing a Suggestion

Click the eye icon on any suggestion row to open the comparison view. The comparison panel shows:

• Match Analysis — A breakdown of why these records were flagged as potential duplicates (e.g., "Exact email match", "Similar name")
• Weighted Score — A percentage score indicating how likely the records are true duplicates
• Status — Current suggestion status (Suggested, Merged, or Dismissed)

Comparing & Merging

The comparison view lets you choose which record to keep and which field values to use. See Comparing & Merging Duplicates for a detailed walkthrough.

Choosing the Survivor

Select which record will be the surviving record — the one that remains after the merge. The other record will be absorbed into it.

Field Values

For each field, choose which value to keep:

• Click on the value you want to keep from either record
• You can pick values from both records (e.g., keep the name from Record A but the email from Record B)

Contact Methods (Contacts Only)

Contact methods (email addresses, phone numbers, physical addresses) have special handling during merge:

• You can edit contact methods inline before merging to correct typos or update information
• Contact methods from both records can be kept, creating a combined list
• If one of the contacts is a portal user, their primary email cannot be changed during merge

Relationships & Roles

Related records are automatically transferred to the surviving record:

• Household memberships
• Organization affiliations
• Contact roles and relationships

Resource Stats

The comparison view shows resource counts for each record (donations, pages, tickets, etc.) so you can see which record has more associated data.

Confirming the Merge

After selecting your field values:

1. Click the Merge button
2. A confirmation modal appears summarizing your choices
3. Confirm to queue the merge for processing

WARNING

Merging is permanent and cannot be undone. Review your selections carefully before confirming.

The merge runs as a background job. You'll see the suggestion move to the Merged tab once processing completes.

Dismissing a Suggestion

If two records are not duplicates, click Dismiss to remove the suggestion from your active list. Dismissed suggestions move to the Dismissed tab and won't reappear unless scores are recalculated.

Recalculating Scores

Duplicate scores can change as records are updated. Two recalculation options are available:

• Recalculate All — Available when viewing duplicates for a specific record (e.g., from a contact's profile). Recalculates all suggestions for that record. Suggestions that no longer meet the threshold are automatically removed.
• Recalculate Score — Available in the comparison view. Recalculates the score for a single suggestion pair.

After recalculation, a summary shows how many suggestions were updated and how many were removed.

Merge Audit (Contacts Only)

After a contact merge completes, you can review what happened by clicking the eye icon on a merged suggestion. The audit view shows:

Field Decisions

Each field displays a label indicating what happened:

Label	Meaning
Kept	The surviving record's original value was retained
Moved	The value was taken from the absorbed record
Edited	The value was manually edited during the merge

Contact Method Status

Shows which contact methods were kept, moved, or added during the merge.

Resources Moved

A summary of all resources (donations, recurring profiles, pages, etc.) that were transferred from the absorbed record to the survivor.

Tips

• Start with high-scoring suggestions — they're most likely true duplicates
• Use the search bar to quickly find suggestions for a specific person or organization
• Check resource counts before merging to understand the impact
• Review the match analysis to understand why records were flagged
• Dismissed suggestions can be reconsidered if you change your mind — check the Dismissed tab