Merge data

Note

Effective November 2020:

  • Common Data Service has been renamed to Microsoft Dataverse. Learn more
  • Some terminology in Microsoft Dataverse has been updated. For example, entity is now table and field is now column. Learn more

This article will be updated soon to reflect the latest terminology.

You can merge two records to combine the data or to remove duplicates. After doing a merge, check out the Security considerations section to verify the changes meet your security requirements. You can merge Account, Contact, and Lead entities.

Follow these steps to merge data.

  1. Select the records to merge (for example account records), and then select Merge.

    Select and merge accounts

  2. Select the master record and the fields to merge into the master record, and then select OK.

    Select records to merge

    Note

    The master record will inherit all of the subordinate record's child records. The subordinate record will be deactivated.

For more information, see Merge duplicate records for accounts, contacts, or leads.

Security considerations

Merging shared data may have unintended consequences. Check out the following scenarios and have a solid understanding of the security-related results for each.

Scenarios

Example settings used in the scenarios

The following example settings are used in the scenarios below:

  • Account entity: used to demonstrate record merge.

  • User One: a sample user.

  • User Two: a sample user.

  • Security role privileges: Both User One and User Two have Read privilege at the User level for the account entity.

    Security role account privilege

  • Test Account One: master account to merge. User One is assigned to this account.

  • Test Account Two: subordinate account which is merged into. User Two is assigned to this account.

Scenario #1: Merge records that are owned by users

Scenario

  • User One owns Test Account One
  • User Two owns Test Account Two
  • Test Account One (the master account) was merged with Test Account Two (the subordinate account)

After merging records:

User One

  • Has access to:
    • The merged master Account record - Test Account One

User Two

  • Has access to:
    • The merged master Account record - Test Account One
    • The inactive account (read-only) - Test Account Two

    Access to accounts

Scenario #2: Merge records that are shared to users

Scenario

  • User One shared Test Account One with User Two
  • User Two shared Test Account Two with User One
  • Test Account One (the master account) was merged with Test Account Two (the subordinate account)

After merging records:

User One

  • Has access to:
    • The merged master Account record - Test Account One
    • The inactive account (read-only) - Test Account Two

User Two

  • Has access to:
    • The merged master Account record - Test Account One
    • The inactive account (read-only) - Test Account Two

Scenario #3: Merge records that are shared to access team members

Scenario

  • User One is a member of auto-created access team Account Access Team
  • User Two is a member of auto-created access team Account Access Team
  • Test Account One (the master account) was merged with Test Account Two (the subordinate account)

For information about access teams, see About access teams and team templates.

After merging records:

User One

  • Has access to:
    • The merged master Account record - Test Account One

User Two

  • Has access to:
    • The merged master Account record - Test Account One
    • The inactive account (read-only) - Test Account Two

    Access to accounts

  • User Two is not added as a member of the Account Access Team (sub-grid) on Test Account One

    Sub-grid in account form

Scenario #4: Merge records that are owned by teams

Scenario

  • User One is a member of Owner Team One
  • User Two is a member of Owner Team Two
  • Test Account One (the master account) was merged with Test Account Two (the subordinate account)

For information about owner teams, see About owner teams.

After merging records:

User One

  • Has access to:
    • The merged master Account record - Test Account One

User Two

  • Has access to:
    • The merged master Account record - Test Account One
    • The inactive account (read-only) - Test Account Two

      Access to accounts

  • User Two is not added to Owner Team One

    Owner team members

Change merge behavior

You can use the OrgDBOrgSettings tool to change database settings that govern default option behavior. With the tool you can change the access settings for master or subordinate account records using the following settings:

  • GrantFullAccessForMergeToMasterOwner
  • GrantSharedAccessForMergeToSubordinateOwner

For more information, see Environment database settings.

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