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How to Merge Duplicate Entities

This guide walks you through combining two duplicate records into one. For what merging does to your data and why, see Merging Duplicate Entities.

Before you start: you need permission to edit both records (the duplicate and the one you're keeping). Merging is only available for two records of the same type in the same organisation.

Step 1 — Open the duplicate

Open the entity page of the record you want to remove — the duplicate. (You start from the record that will be archived, and choose the record to keep in the next step.)

Step 2 — Open the actions menu and choose Merge

In the top-right of the page, next to the Edit button, click the ⋯ (more actions) button. Choose Merge [type] — it's the first item in the menu.

The merge dialog opens. Its heading confirms what's about to happen: the entity you opened will be merged into another and then archived.

Step 3 — Choose the record to keep

Under Merge into, search for and select the record you want to keep. The picker only shows entities of the same type and never lists the record you're merging away.

Click Next.

Step 4 — Resolve any conflicting fields

If the two records hold different values for the same field, you'll see each one with two options — the value from the record you're keeping and the value from the duplicate. Choose the value to keep for each field.

  • By default the record you're keeping wins every field.
  • Pick the duplicate's value where it has the better information (including anything the kept record is missing).
  • Use Keep all from [duplicate] or Keep all from target to set every field at once.
  • If the records have no conflicting fields, you'll see a note instead — just continue.

Click Preview merge.

Step 5 — Review the preview

The preview shows exactly what will move to the record you're keeping — the number of relationships moved, duplicate relationships skipped, groups added, notes, files, distributions, scenarios, and diagrams affected, and the XPM outcome. These figures come from a trial run of the real merge, so they match what will actually happen.

If both records are linked to XPM, you'll see a note that the duplicate's XPM link will be removed in StructureGram and the leftover client should be resolved in XPM Reconciliation.

Use Back if you need to change the target or your field choices.

Step 6 — Confirm

Click Confirm merge. The dialog shows an "Opening merged [type]…" state while it finishes, then takes you to the surviving record's page — now carrying everything from both records. The duplicate is archived and no longer appears in your lists.

After the Merge

  • The record you kept holds all the relationships, groups, notes, files, distributions, scenarios, and diagram placements from both.
  • The duplicate is archived (not permanently deleted) and retained in your audit history.
  • If anything had still referenced the duplicate, the merge would have been cancelled automatically with no changes — so you never end up with a half-merged record.

Troubleshooting

  • No "Merge" item in the menu. You may not have edit permission on this record, or it isn't a mergeable type. See Group Access and Permissions.
  • The record you want to keep isn't in the picker. It must be the same type and in the same organisation, and it can't be the record you're merging away.
  • The merge was cancelled by an integrity check. This is a safety net that rolls everything back if a reference to the duplicate would have been left behind — nothing changed. Try again, and if it persists see Getting Help & Support.

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