Merge Duplicate Agent Contact Cards in Strata Master

Summary

Agent contact cards are linked to Lots where there is an Agent managing a tenant in the property. Learn to merge contact cards in particular agent contact cards.

This article covers:

• List of Lots With Attached Agent Cards
• Accessing the Agent Cards
• Updating the Agent Card Linked in the Lot Card
• Marking Unrequired Cards Before Deleting

Overview

If you have duplicate agent cards, these add to the agent list when you are updating a card. You can find yourself updating multiple cards and potentially omitting one. In addition, the list of agents becomes far larger than is practicable in a busy office. This also adds to the size of the data file your office is managing.

List of Lots With Attached Agent Cards 

Firstly it is important to focus on one Agent and secure a list of Lots that are linked to that agent.

1. Navigate to the Contacts tab in Quick Reports and select 'show agent contacts'.

2. Click the search binoculars.

3. Click on the header called 'Surname/Business Name' to group together all the Lots with Agents.

Note the repetition of Agency contact in the 'other names' column, in the example above. 

In the screenshot above, you can clearly see that ILotID1124 has a blank in 'Other Names' where the other options have Josie Banks. This indicates a separate card. ILotID's 1566 and 1571 are both missing Franchise details, so these will be possibly be the same card and definitely are separate to the other listings.

4. Scroll across to check other columns and in particular note differences. Your aim will be to create 1 or 2 agent cards for Professionals Bankstown will completed fields.

Accessing the Agent Cards

1. Navigate to the Manage > Contacts > Real Estate agents and public sector agencies screen.

2. Click the search binoculars. 

In the example below you will see 3 different cards linked to 6 different Lots/Plans where ideally you want to minimise the cards.

3. Select one card to keep and include all relevant details. Take note of the ID number and the details that show it is complete as you will need to identify it in the next step.

Updating the Agent Card Linked in the Lot Card

1. Using the list in Quick Reports at point 3 in the List of Agents with Lots Attached, go to each Lot and click edit, and then the binoculars on the Agent/Tenant/Leases tab. 

2. Select the complete card that you wish to keep, and click 'Select'.

3. Click Save in the Lot card. 

4. Continue with each Lot as required.

Marking Unrequired Cards Before Deleting

Finally, return to the Manage > Creditors > Real Estate agents screen.   We recommend marking each unwanted card and leaving in place for a short time before deleting. Markings such as DNU in the name will suffice. This also ensures you have time to identify whether you have selected the wrong card in Lots.