Merging Records in Salesforce

Best Practices, Known Limitations, and How to Mass Merge Records

Last modified by Ben Ford, on 17/Dec/2025
 


If you are looking to auto or bulk merge your data, you may want to review these articles: Mass Merging Duplicates in Salesforce and Automatically Merging Duplicates in Salesforce in Bulk.


Salesforce’s native Merge tool allows you to merge up to three duplicate records at a time. The following best practice steps will help you clean your database properly using Salesforce’s out of the box functionality.
  1. Identify the duplicates: Use the Salesforce Duplicate Management feature to identify and flag duplicate records in your database. The native merge feature can be accessed from the actual record and a report can be generated by using custom report type "Duplicate Record Set".If you can't find the duplicates-section then use the gear-icon>edit page at the top of the page.step 1 - merging accounts in Salesforcestep 2 - merging accounts in Salesforce
  2. Decide which record to keep. Once you have identified the duplicates, determine which record should be retained and which ones should be deleted or merged. For example, you may choose to keep the record with the most complete or accurate information.
    step 3 - merging accounts in Salesforce
  3. Merge the duplicates:
    To merge duplicates, select the records you want to merge and click the Merge button in the toolbar. You will be prompted to choose the record you want to keep, and then select which fields to retain from each record.
     
  4. It's important to note that merging duplicates with native Salesforce is non-reversible process, and it's important to be careful to avoid losing any important data in the process. If you're not familiar with the Merge tool or the Duplicate Management feature, it might be a good idea to seek the help of a Salesforce administrator or consult with online resources and tutorials. If you want to keep the old data, then use ZaapiT's merge tool auto-keep the old data and you can use ZaapiT to mass merge records if you have a lot of duplicates.  In case of a mistake or if you change your mind, you can use ZaapIT’s undo option to reverse the merge process.step 4 - merging accounts in Salesforce
 
There are a few limitations to keep in mind when using the above Salesforce Merge tool:

  1. There are a few limitations to keep in mind when using the Salesforce Merge tool:

    • You can only merge up to three records at a time. The Merge tool allows you to merge two records and select a third as the surviving record, but you cannot merge more than three records at once. If you have more than three duplicates, you will need to merge them in smaller batches.

    • You cannot undo a merge. Once records are merged in Salesforce, the action cannot be reversed. It is important to be certain before proceeding and to create a backup of your data if needed.
      With ZaapIT you can UNDO an merge

    • Some data may be lost during the merge. The surviving record contains merged data from all selected records. However, if there is conflicting information in the same fields, some data may be overwritten. Always review the merged record carefully to ensure all important information is retained.

    • Merging records may impact data integrity. If the records are related to other objects, such as contacts linked to accounts, merging can affect those relationships. Be mindful of related records and verify that all associations are updated correctly after the merge.

If you want to eliminate these limitations and achieve true mass and fully automated merging, ZaapIT is the solution you should be using.


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