Tres does not currently include a duplicate checker. This feature is planned for a future release. In the meantime, you can use the steps below to export your client list from Tres and format it in Excel to check for duplicate profiles.
Run a search in all Client profiles.
- Make sure you include a column for Client Name and Client Status.
- Suggestion: Include Advisor Name or any column that will differentiate the profiles. For example, you may have two Smith/John profiles but that doesn't mean they are duplicates. One profile could be advisor Mary's client, the other could be advisor Susan's client.
- You could also include the Physical Address Street Address 1 column as a means to differentiate the two profiles. If it's the same address, it's probably a duplicate.
- Export the list to a .csv file by clicking the Export button.
- Open the .csv file
- Sort the file by Client Name in Ascending order.
- Select the columns in the file and click Format as a Table.
- Select any table format you prefer.
- Select the entire Client Name column.
- Click Conditional Formatting and select Highlight Cells Rule > Duplicate Values.
6. A popup will appear, allowing you to choose a highlight color for duplicate data. Clicking Ok will highlight all duplicate cells in your chosen color, allowing you to easily see your duplicate profiles.
7. In Tres, search for the duplicate Client profile.
- Select Clients from the main menu.
- Use the Client Name filter to search for the duplicates profile.
8. Open each profile to see what data is in each profile. Determine which one to keep, and which one to make inactive.
- Check the General tab for date of anniversary, tags, communications, addresses, etc.
- Check the Attachments/Links tab. Export from the duplicate profile to import into the correct profile.
- Check Traveler Associations. Be sure to associate travelers to the profile you are keeping if they are not already. Although not mandatory, we suggest unlinking the travelers in the duplicate profile as to not cause confusion in the future.
- Payments: You cannot change the Client associated with a payment unless you void the payment and enter it using the correct Client.
- Trips: You can keep these associated with the profile you want to inactivate or you can open each trip, and change the Client associated to the trip. If your profile names are exactly the same, we suggest renaming the profile you want to keep to include 'Keep' in the profile name. This will be temporary.
- To change the Client name, open the trip from the profile you are inactivating.
- Select the Client Name drop down.
- Start typing the Client Name.
- Select the 'keep' Client Profile.
9. Once complete, change the status filter to in the profile to Inactive.
10. Remove 'Keep' from the Client Name in the profile you are keeping.