Removing and/or Combining Duplicate Participants

Introduction

This article explains how to remove a duplicate participant that has been created by mistake in SolarNexus. Every step should be taken to try and prevent creating duplicate participants. Before creating a new lead, use the universal search box at the top right to search for both a participant’s name and site address prior to creating a new lead. If a duplicate is accidentally created, these steps can be used to clean up your company’s records in SolarNexus.

Duplicate Participant with No Jobs Associated

If the duplicate participant is not yet associated with any jobs, the participant can just be deleted by going to Operations > Contacts and setting the Project Status filter = contacts having no jobs. From here you can delete the duplicate participant.

Duplicate Participant with Jobs Associated

If the duplicate participant is associated with a job, you will need several steps to rectify the situation, as shown in this example. Let’s say your company has an existing customer, Mary Smithson, with a solar array installed years ago at her property at 48 Roosevelt Circle.  Now, her partner John Jensen calls in asking to get a quote to add energy storage. The inside sales consultant searches only for the name “John Jensen” and doesn’t find anything, so she creates a new participant at 48 Roosevelt Circle -- instead of adding John Jensen as a second contact to the existing customer Mary Smithson. Searching for “48 Roosevelt” returns two projects with two different, un-linked participants as shown below. This does not accurately reflect the true relationships, and should be fixed in the database.

To rectify this, we will need to:

1. Add Mary Smithson as a participant on Project 1309 and assign her to several roles
2. Remove John Jensen as a participant on Project 1309
3. Add John Jensen as a second contact to Mary Smithson
4. Change job names as necessary to make the records clearer
5. Delete John Jensen as an independent participant

Add New Participant and Assign Roles

First go to Project 1309 > Jobs Tab > Other Participants Field Section and add a participant by clicking on the plus icon. This will bring up the Add Participant to Project form. For Type, select Individual and start to type in Mary Smithson, then pick from the pull-down menu. Next, assign Mary to the following roles
Customer, Host Customer, PV System Owner and Occupant as shown below.

Remove Duplicate Participant

After saving the form, you will see that John Jensen is listed under “Other Participants”. He can now be removed from this project by clicking on the delete icon to the right of his name.

Add Second Contact

Next, add John Jensen as a second contact by clicking on the Edit Icon to the right of the Customer and Job Site Field at the top so that you get the form shown here.

Add John Jenson as the second contact and save the form.

Change Project Name

At this point, you will probably want to change the project name as well. (Remember, once the job is created, the project name is no longer linked with the participant name). From the Job Tab of Project 1309 click on the edit button in the Project Information section and edit the job name.

From Project 1309, Management Panel > Related Work you can click on “View All Customer Jobs” to get a clear view of the relationship between the participant, site and projects.

We now correctly have both the original Grid-Tie PV job and the proposed Energy Storage job with the correct customer and address. Mary Smithson is the first contact and John Jensen is the second contact.

Delete Duplicate Participant

The last step would be to clean up the unused, original John Jensen contact. Go to Operations > Contacts and filter Project Status by “contacts having no jobs”. You can now safely delete Jensen, John.