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Merge People Utility

Turn duplicate client entries into a single, accurate record – instantly, safely, and with full audit visibility.

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 Why Consolidate?

In a busy legal practice, duplicate client records are inevitable – new enquiries, referrals, or simple data-entry errors can create two or more profiles for the same person or company. Each duplicate not only consumes valuable staff time, it also introduces the risk of inconsistent information, missed deadlines, and costly re-work.

The Merge People Utility eliminates these hidden inefficiencies. By allowing you to select a “master” record and merge all associated data from a secondary record, the tool guarantees that every piece of essential information – addresses, telephone numbers, notes, relationships, and verification statuses – is retained in one place. The result is a clean, single source of truth that empowers solicitors to work faster and more confidently.

  • Reduce administrative overhead: No more juggling multiple files for the same client.
  • Eliminate data discrepancies: All historic interactions stay linked to the retained record.
  • Improve client experience: Clients see consistent communication and fewer errors.
  • Strengthen reporting: Accurate analytics and compliance checks depend on a single, reliable client ID.

 How It Works – Step-by-Step

1. Identify Duplicates

Use the built-in duplicate detector to surface records that share names, addresses, or reference numbers. A clear side-by-side view shows every field, making it easy to spot overlaps.

2. Choose the Master Record

Select the client profile you wish to keep – the “master”. All unique identifiers, case histories, and custom fields are preserved. The system highlights any data that will be overwritten, giving you full control.

3. Execute the Merge

Press the Merge button. The utility automatically re-references every transaction, document, and note to the master record. Any fields that exist only on the secondary record are appended, while conflicting fields are flagged for review.

Safety Nets & Confirmation

Before the final commit, the utility displays a concise summary of what will change. You must confirm the action, ensuring that no accidental data loss occurs. The original secondary record is archived (not deleted) for a configurable retention period, allowing an audit rollback if required.

Full Audit Trail

Every merge is logged with user ID, timestamps, and a before/after snapshot of each field. This transparent trail satisfies internal governance and external audit requirements without the need for additional manual logging.

 Key Benefits for Your Practice

  • Speed: Reduce the time spent reconciling duplicate records compared to manually cleaning up.
  • Accuracy: Ensure every case, property title, and correspondence is linked to the correct client.
  • Insight: Cleaner data feeds more reliable reporting for profitability and workload planning.
  • Ease Of Use: For permitted users only, this facility is clear and simple to use.
  • Risk Management: Confirmation, and requirement for certain key data to be identical before a merge prevents accidental merges.
  • Regulatory Readiness: Comprehensive audit logs support internal policies and external reviews.
  • Quick Edit: Quick edit key data to allow a merge to proceed if there are minor differences in, for example, the postcode.
  • Client Trust: Present a single, coherent view of client information, reinforcing professionalism.
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 Frequently Asked Questions

The secondary record is destroyed ensuring only one clean, merged record is retained.

No. You can only merge two contacts at a time.

No, once two contacts are merged the process cannot be reversed. This is why the process is designed to robustly check that the two contacts being merged are indeed the same person.
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