Managing your client database effectively is crucial in SmartVault. Ensuring there are no duplicate client entries is part of this process.

Here is a step-by-step guide on how to merge duplicate clients.

Criteria for Merging Clients

To successfully merge two clients, please ensure they meet the following criteria:

• Both clients have exactly matching names. If they don't, use the Edit button in the Merge Clients dialog to modify one or both of the clients' names.
• Clients must be of the same type - either both are individuals, or both are entities. If the clients have different types, you'll need to manually move the files from one client to the other in the Connected Desktop or the Portal and then delete the client from whom files have been moved.
• Both clients must meet specific Tax ID conditions. Here are the scenarios:
  • If both clients have Tax IDs, those identifiers must match exactly.
  • If one client has a Tax ID and the other doesn't, the clients can be merged.
  • If neither client has a Tax ID, the clients can be merged.
  • If both clients have different Tax IDs, follow the steps to merging clients with different Tax IDs.

Please review client details carefully before initiating the merge process.

What Happens to Documents During Merging

When merging duplicate clients, knowing how documents and folders will be handled is important. Here's what you can expect:

• Folders with the Same Name: If both clients have folders with the same name, all files from these folders will be combined into a single folder. However, if there are files with the same name and extension, those files will not be transferred during the merge. On the other hand, if the files have the same name but different extensions (like .docx and .pdf), both files will be successfully merged and carried over.
• Manually Created Folders: Any folders you've manually created for an individual client, whether they contain files or not, will be preserved and carried over during the merge without any issues.
• Files in Only One Folder: If only one of the clients has files in a folder with the same name as the other client, those files will be safely carried over to the merged folder, ensuring no data is lost.

Merging Duplicate Clients in the Connected Desktop

To merge duplicate clients:

1. Open the Connected Desktop.
2. Go to Clients and click to select the client you want to preserve. Pressing the Ctrl key on your keyboard, click on the duplicate client to highlight both.
3. Right-click on any of the highlighted client names and select Merge clients.
   
4. Ensure both clients meet the merging criteria and select the primary client holding the merged data. If needed, click Edit to modify the client's name. 
   

     Important

   • If you use Lacerte or ProSeries, we recommend you merge into the client which has the Tax ID to avoid creating another duplicate when printing in the future.
5. After selecting, you'll receive a message reminding you that changes cannot be reversed. Click Yes to proceed.
   
6. Once the process is complete, all files and folders will be merged and saved.

Merging Duplicate Clients in the Portal

To merge files and information from two clients into one:

1. Sign in to the SmartVault Portal and select Client Management in the navigation panel.
2. Select the two clients you want to merge.
3. Click the Actions button and choose Merge Clients.
   
4. In the Merge Clients box, select the primary client to hold the merged data. If needed, click Edit to modify the client's name. 
   

     Important

   • If you use Lacerte or ProSeries, we recommend you merge into the client which has the Tax ID to avoid creating another duplicate when printing in the future.
5. Ensure both clients meet the merging criteria, and then click Merge.
6. A message displays, reminding you that changes cannot be reversed. Check the I agree to merge these clients box and click Merge.
   
7. If successful, a confirmation message displays.

Merging Clients with Different Tax IDs

If your duplicate clients have different Tax IDs, follow these steps:

1. Export the client data: Choose the client you want to merge and export their data. Save the file to your desktop or another location.
2. Delete the exported client: Return to SmartVault and delete the client whose data you just exported.
3. Merge the data: Locate the file with the exported data on your desktop or another location. Copy the data and paste it into the client in SmartVault that you want to keep.

After completing these steps, verify that all client information is correct and consistent. 

Troubleshooting

Merging clients in SmartVault may be complicated due to possible conflicting variables, even when all information matches correctly. We recommend exporting the existing client's data if you encounter any issues. If you already have a backup, delete the client and re-import it using Lacerte, ProSeries, or the CSV Import.