Managing Companies and Persons

Learn how to manage companies and persons in Aurea CRM.

The following options are available for managing companies and persons in Aurea.CRM:

  • If you identify two companies or persons in the database as duplicates, you can merge the records, see Merging Companies and Merging Persons. The data entered in both company/person records and all dependent data (e.g. activities) is merged and one of the companies/persons is deleted after merging. You must have the appropriate access rights to delete the "incorrect" company or person to do so.
Note: If not all dependent records are available on a station, do not merge companies/persons on this station, as otherwise data can be lost during communication. In this case, your administrator can prevent you from being able to delete companies or persons and/or deny access to the Edit > Merge Company/Person menu entry in your desktop settings, see Desktop in the Aurea.CRM win Administrator Guide.

Merging Companies

To merge two companies:

  1. Switch to the company record that should be deleted after merging the records.

  2. If you know the StaNo and SerNo of the other company, select Edit > Merge Company/Person from the menu, enter the numbers and click OK.
  3. If you do not know the company's StaNo and SerNo:
    1. Select Edit > Find Similar Companies from the menu. A list of companies with similar names is displayed.

      Note: To find similar companies, you need to enable the options under Match-up Company accessible by selecting Extras > Other Options from the menu.
    2. Select Merge from the context menu in the company you wish to retain. The company's StaNo and SerNo are automatically transferred to the dialog box that is displayed.
    Note: If the company found by the search is not a duplicate of the source company, but, for example, a member of the same corporation, select Create Correlation from the context menu instead to add a relationship between the two companies. You can also add a relationship if two companies are merged, see Relationships in the Business Logic Manual.
  4. Click on OK in the Merge Company and/or Person with dialog box.
  5. Confirm that the first company should be deleted.

    The data entered in the source and target companies is displayed at the bottom of the Merge dialog box.

  6. By default, the data entered in the target company is used. If you wish to retain data from the source company, click in the appropriate row and then click in the From Source column.
  7. Click Merge. The company records are merged.
  8. The persons in both companies are compared. You have the following options when merging persons:
    • Use the From Source column to determine which data should be used from the target and which data from the source person. Once you have made your settings, click on Merge.
    • If you do not wish to merge two persons, click on Reject.
    Note: When merging companies, identical persons (KP, CP, PE) are only merged if the person (PE) is only linked to a single company.
  9. The dependent records stored for the companies are compared.
    • Most records (e.g. activities) are automatically transferred from the source company to the target company.
    • In some cases, this can cause problems.

      Example: You cannot store more than one interest record containing the same interest group and date (unique index). In such cases you need to use the From Source column to determine which data to keep.

      If you select Reject in such cases, an error message is displayed.

      • The error message may also be displayed when merging some records.
      • Confirm the error message with OK and click on Export.
      A further error message is displayed. The records that caused the error and all their dependent records are saved under ..\user\frm\merge<info area ID>.txt. This file contains one record per line; fields are separated using "|" (pipe character). This file can be imported using the Import module, see Import/Export in the Aurea.CRM win Administrator Guide. If you do not export the data, you are asked whether you wish to continue with the process.
  10. Click OK once the merge procedure is complete.

If the application should crash when merging records:

  1. Start Aurea.CRM and begin the merge procedure again.
  2. Confirm that you wish to proceed.
  3. You can continue from where you left off.
  4. If the procedure is terminated, the corresponding data is saved in a temporary file under \user\frm\merge.sav. This file cannot be read by the module and is deleted automatically when the merge procedure is completed.

Merging Persons

To merge two persons:

  1. Switch to the persons record that should be deleted after merging the records.
  2. If you know StaNo and Serno of the other person (and (for KP) of the parent company), select Edit > Merge Company/Person from the menu, enter the numbers and click OK.
  3. If you do not know StaNo and Serno of the other person:
    1. Select Edit > Find Similar Persons from the menu. A list of persons with similar names is displayed.
      Note: To find similar persons, you need to enable the options under Match-up Person accessible by selecting Extras > Other Options from the menu.
    2. Select Merge from the context menu in the persons record you wish to retain. StaNo and Serno are automatically transferred to the dialog box that is displayed.
  4. Click on OK in the Merge Company and/or Person with dialog box.

The merge is performed as described for companies, see Merging Companies.

More information on merging persons, see Merging Persons in the CRM.core Administrator Guide.

One Person in Several Companies

Use the Contact Person (CP) info area to depict persons active at more than one company in the database:

Select Contact Person from the context menu in the Person level to add new contact person records for a person:
  1. Switch to the desired person.
  2. Select Contact Person from the menu.

  3. Click (New).
  4. Click on (Search) in the Company field.
  5. Select the desired company record.
  6. Enter additional information on the person's connection to the company (e.g. Department, Position)
  7. Save. Select Contact

Select Contact Person from the context menu in the Company+Person level to display all contact persons in a company (enable Data > Company-Related Info).