Why Am I Seeing a Prompt to Merge Records

You may have noticed when using the Investment Dominator of a prompt informing you to choose yes or no to merge existing records within your land section.

This happens because within your land section you have more than one record with the same information including:

  • Address
  • City
  • State
  • Zip

Let’s break this down further with an example:

Recipient A:
First Name = John
Last Name = Doe
Address = 123 Main Street
City = Phoenix
State = AZ
Zip = 85050
Recipient B:
First Name = Jane
Last Name = Doe
Address = 123 Main St
City = Phoenix
State = AZ
Zip = 85050

Since the address is not an exact match the system will treat it as two different owners but the post office will deliver it.

The second example of this would be this:

Recipient A:
First Name = Jane
Last Name = Doe
Address = 123 Main Ave.
City = Phoenix
State = AZ
Zip = 85050
Recipient B:
First Name = John
Last Name = Doe
Address = 123 Main Ave
City = Phoenix
State = AZ
Zip = 85050

Saying No to the Merge:

When you choose to not merge the records after getting the prompt from the Investment Dominator, you run the chance of sending duplicates in your mailing this is bad for various reasons. One of which includes money wasted on sending out a duplicate mailing to the same person.

Saying Yes to the Merge

You will have the choice to choose each record with duplicates and continue on the process of merging. While this may seem complicated let’s break it down.

You will be presented with a screen showing you

  1. Fields on the lefthand side showing things like (property type, owner, and owner’s zip)
  2. Record A (record id)
  3. Middle column showing you the information you are keeping in the new record after merging
  4. Record B (record id)

Everything entered chosen to be moved onto the merged record will remain in the middle column. Once you are done click on the button right button to continue.

For more information on how to troubleshoot and undo a merge please review this article here:

In the rare scenario where you would want to send a letter to multiple people at the same Address

One thing we want to keep in mind is a situation like this is rare but to get over some of the technicality of this topic we have some methods to help. Here are some ways to address a piece of mail to many people at the same address.

  1. Use the Family name to cover all recipients. The process for addressing an envelope to multiple recipients who belong to the same family is as follows:

    First address Line – “The Family of Mr. and Mrs. John Doe” or
    “The Doe Family”
    This way lets the potential prospect know the mail is intended for everyone belonging to that family.
  2. In order to create a general statement for contacts you could also say as follows:
    “To the Residents of” followed by the line beneath which contains the address.
    Or if the potential prospect is part of a business rather than a residence replace residents with an appropriate title of address like “supervisors”, “owners”, or “employees.

I am not able to update/save a property record – what’s wrong!

If you are trying to save some property information but the record is not updating or saving the first thing to consider is if possibly you are trying to save a property that is already in the system and has a duplicate APN, State and County combination.

To solve this issue you want to Merge your duplicate records into one unique record. Here’s how:

How To Merge Property Records

To prevent duplicate records in the future please review this article:

How to Avoid Creating Duplicate Contact Records

How to Avoid Creating Duplicate Records

Here are some suggestions to help you avoid creating duplicate contacts – which can lead to double mailings, confusion, and missed opportunities.

Whenever a new list is uploaded to the Investment Dominator, the system will automatically check the imported contacts against existing records. So even if you have a new list for an area that you previously mailed to, you can be confident that no duplicate records will be created.

So how are duplicate records created? In one of two ways:

  1. When the seller enters their information through your website
  2. When a contact record is manually added by you or by a member of your team

Here is how you can address these potential problems:

1) If a seller prefers to visit your website instead of emailing you or calling in, make sure they enter in their reference number. This is the Owner ID that is printed on both the letter and the envelope. If they enter in the reference number, the system will update their existing record instead of creating a new one.

duprecord

2) Before manually creating a new Owner Record, make sure that you or your team member first¬†use the Investment Dominator’s search function to locate the seller’s record. You can search by Last Name, Owner ID, or any other field that you see in the drop-down menu.

dup2

In the rare case that you can’t locate their record, go ahead and create a new record, but add the word TEMP in their name. Then once the call has ended, find the original record and update it before deleting the TEMP record.

Follow these suggestions and you will keep your list of contact records organized and profitable.

If you find duplicate records in your system please select the duplicate records and Merge them into one unique record.