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Removing Duplicate Matters and Contacts

When opening a Matter, you link it to a Client, either by choosing from an existing person in Clio or creating a new Contact.  If you create a duplicate Client entry, you may end up having Matters linked with both of these Clients (when there should only be one). Or, you may accidentally open two Matters when you should only have opened one.

Contents:
Contacts
Matters

Contacts

You should be able to open a Client card in Clio and see all Matters attached to that person. For instance, on the page for our Client, Wilbur, we can see the two Matters he has with our firm: 

Clio_-_Wilbur_Wilbursworthy_-_Edit_2019-08-30_13-09-39.png

What if you have two Contacts created for the same person? In this case, we've done a search for "Wilbur Wilbursworthy": 

Clio_-_Search_Results_for_wilbu_2019-08-30_13-14-06.png

Clio_-_Wilbur_Wilbursworthy_-_Dashboard_2019-08-30_13-14-29.png

As there is not an option to "merge" two Contacts together, this must be done manually.

Click on the 'Edit' quick link of the Contact with fewer Matters or less associated information. By adding a "2" in the Last Name field, you'll be able to differentiate between the two, which will be necessary later on.

Clio_-_Search_Results_for_wilb_2019-08-30_13-15-43.png

Next, access the secondary Contact and you will see his associated Matter. Click on the "Edit" button under this entry. 

In the "Find Client" field, delete the "2" and select the "Wilbur" that you're keeping. 

Clio_-_Wilbursworthy_2.Wilbur-00519_-_Edit_2019-08-30_13-17-32.png

To ensure that all information that was linked to "Wilbur Wilbursworthy 2" is moved over to the Jack Hale that will remain in the system, go through each Contact sub-tab for him and "Edit" items to choose the correct Matter. You will also want to make sure that all Contact Information has been copied over.

Once you are done, you can delete "Wilbur Wilbursworthy 2" to finish the process. 

Matters

When dealing with Matters, you have the advantage of seeing differing Matter Numbers.

Clio_-_Wilbursworthy.Wilbur-00518_-_Dashboard_2019-08-30_13-20-28.png

In this example, I will be transferring the Time Entries from Matter "00519" to Matter "00518".

  1. Select the Activities tab within the duplicate Matter
  2. Select Edit on each Time Entry (if there are many entries, skip ahead for steps on how to edit in bulk)
  3. Select the Matter field, and type in the correct number. Select the Matter from the list
  4. Once the Matter has been selected, click Save entry
  5. Review the following tabs:
    - Transactions
    - Tasks
    - Calendar
    - Notes
    - Expenses
    - Bills
    - Documents
    - Communications

    Re-assign any entries in these tabs in the same way.

Alternately, if there are too many entries to move individually, you may wish to move the Time Entries in bulk.

  1. Click the "Select All" checkbox on the top-left side of the Activities tab
  2. Select Edit time entries
  3. Under Matter, select the new correct Matter
  4. Click the "I've read and understood..." checkbox
  5. Click Save

After selecting to Save, the Time Entries will be under the correct Matter.

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