Duplicate Contact Records for Registrants and Attendees

[girlsempowermentnetwork]

We are getting duplicate Salesforce contact records for both the Registrants and Attendees on an event. If the Registrant and Attendee both share the same Last Name, First Name and Email shouldn't these create only 1 contact in Salesforce?

What can we do to prevent this? We're doing a lot of Contact merging in Salesforce.

[CnP.LiveSupport.AB]

Are you getting duplicate Contacts or duplicate Temporary Contacts?

If they're Temporary Contacts, the duplicates are because the Registrant creates a Temporary Contact and the Attendee does as well.
When you process the temporary Contact, just check the box at the bottom for any other potential matches.



If you're actually getting duplicate Contacts, then check to see if you are in Fully Automatic Match Mode., if you are, switch to Semi-Automatic.




If you've been in Fully Automatic mode and switch to Semi-automatic, you'll want to read about Temporary Contacts.

[girlsempowermentnetwork]

Duplicate Contacts (not Temp Contacts)

[CnP.LiveSupport.AB]

Then does the above suggestion,

"If you're actually getting duplicate Contacts, check to see if you are in Fully Automatic Match Mode., if you are, switch to Semi-Automatic."

help?


If yes, then great! Clean up the duplicates you have and move forward.

If you were already using Semi-Automatic match mode, then I suggest you observe the person who is processing the Temporary Contacts to see that they are not always creating new Contacts.

[girlsempowermentnetwork]

Yes, we are in semi-automatic match mode. I will make the suggestion re: Temp Contacts but the team has been thoroughly schooled on this process.

[CnP.LiveSupport.AB]

Perhaps we should review your settings. If you grant access, I'll be glad to take a look.

One of the problems NPSP users encounter is making sure they compare against all the possible email address fields on the Contact. Find the recommended approach in our Donor Management and NPSP article: Contact Matching.

Temporary Contact Matching always allows users to match to existing Contacts; so I can't imagine that you're creating duplicates if it is being used correctly.
However, the 'Potential Matches' offered are based on Last Name and Email only. If the potential matches provided are insufficient, users can use the 'Select Contact' text box to find other matches.

Salesforce does have a feature that can help prevent duplicates; HOWEVER, be very careful if you decide to implement it. if any of the duplicate rules are triggered as PaaS attempts to record the donation, it will block the creation of the transaction and opportunity. It can be helpful to prevent duplicates when users are manually creating new Contacts, but typically it blocks PaaS from doing its job. We do have a suggested approach for implementing Salesforce Duplicates without causing issues with PaaS, in the same article.
Donor Management and NPSP: Duplicate Rules

[CnP.LiveSupport.AB]

And incidently, Registrants and Attendees nearly always multiple Temporary Contacts- a Registrant can be both the person who registers and the Attendee You can easily merge both at the same time by ticking an extra box when you process the first one:

[briegull]

I understand that in temporary contacts you should merge in all the potential matches at the bottom of the screen. But how does this work if these are existing contacts, which wouldn't go into temporary?

Also, is there anywhere that there are reports that can be run against C&P objects and SF objects.. I only have the custom questions report in the canned ones, and I don't have custom questions so I can't run reports there. and forgive me, but do you know the key to turning this into a usable report?

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[CnP.LiveSupport.AB]

You are basically merging all of the temporary Contacts to the one existing Contact at the same time.

Yes, I can help you set up the reports you need. What did you open the report in? Can you open it using Excel instead? Join Live Support, and we'll walk through it.

~ Amanda
C&P Live Support