[Troubleshoot] Duplicate Custom Fields (in Contacts)

This playbook will guide you through the process of identifying and fixing duplicates to ensure smooth operation and data integrity without loss during updates.

Identify Duplicate Merge Tags/Custom Fields

1. Review Merge Tags (Custom Fields): Check for and note any merge tags that have been duplicated, especially ones related to application and calendar pages.
2. Navigate to Contacts (Applicants): Use the view settings to show columns that may have duplicate custom fields.
3. Sort & Filter: Identify duplicate entries by sorting columns or creating smart lists that highlight these discrepancies.

Create Workflow to Fix Duplicates

3. Create Workflow ‘Push Value Updates’: Set this up to manage the updates of custom fields.
4. Set Triggers: Use specific conditions like ‘tag added’ to initiate the workflow. Example: Tag = ‘PushCustomValueUpdates’.
5. Define Conditions: For each type of duplicate (e.g., calendar page), set up conditions to determine how the update should proceed. Utilize branches for ’empty’ vs. ‘non-empty’ statuses.
6. Update Custom Fields: For each Custom Field, copy the necessary fields to update duplicates.
7. Branching: chain together IF Statements to update multiple custom Fields sequentially
   • If duplicate exists: Proceed to update the custom field.
   • If no duplicate: Skip to the next step.
     • Set ‘Go To’ Action: For skipped custom fields, redirect the branch to the next condition in sequence
8. Publish Workflow: Once ready, set the workflow to live.

Updating and Verifying Changes

8. Update Fields: Make necessary updates to the correct fields, replacing the old data with new valid entries.
9. Apply Tag to Sample Contacts: Test the workflow with a few selected contacts to ensure the updates are applied correctly.
10. Review Results: Check if the field values are updated as expected without any overlaps.
11. Push Changes: Once confirmed, apply the Tag broadly and monitor for any inconsistencies within the Applicants (Contacts) tab.

Finalizing the Cleanup

11. Review and Turn Off Workflow: Ensure all updates are correct and then deactivate the workflow to prevent unintended changes.