How to Merge Duplicate Insured Records

How to Merge Duplicate Insured Records
Duplicate insured records in Momentum AMS are a common issue — especially when records are created manually, imported from other systems, or brought in via carrier downloads. Left unchecked, these duplicates can cause confusion, errors in quoting, and inaccurate reporting.

This article walks you through how to safely and correctly merge duplicate insureds, ensuring all history, documents, notes, and policies remain tied to a single, accurate record.

Why Do Duplicate Insureds Happen?

Duplicates are typically created when:

A Prospect is entered manually and a policy is later downloaded to a new record
A name mismatch occurs between your record and the carrier’s download
Two CSRs create records for the same contact
Data is imported from different sources (CRM, spreadsheets, email parser, etc.)

Examples of name mismatches that result in duplicates:

John Smith vs. Johnathon Smith
John Smith vs. John C. Smith
Johnathon C. Smith vs. John C Smith

These may all refer to the same person but be treated as unique records by the system — especially during carrier downloads.

Step-by-Step: How to Merge Duplicate Insured Records

1️⃣ Go to the Insureds List

Click “Insureds” from the left navigation
Use the search bar to locate all versions of the insured’s name

2️⃣ Compare the Records

Open each suspected duplicate in a new browser tab
Compare:
- Address
- Date of birth or business entity info
- Phone numbers, emails
- Policies and attached documents

Pro Tip:
If you right-click a link and choose “Open Link in New Tab”, you can have two Momentum AMS sessions running at the same time. This is especially useful when:

Comparing duplicate records
Looking up another insured without losing your place in the original record

Keep in mind — if you make changes in one browser tab, the other tab will not update automatically. You will need to refresh to see the most current information

Decide which record is most complete — this will become your primary record (the one you keep)

3️⃣ Go to the Primary Record and Click Actions

Open the insured profile you want to keep
Click the General tab
Select “Merge Insureds” from the dropdown

4️⃣ Search for the Duplicate to Merge

In the merge window, start typing the name of the duplicate insured
Select the correct record from the dropdown suggestions

⚠️ Double-check you're selecting the correct duplicate before proceeding. This action cannot be undone.

5️⃣ Confirm and Complete the Merge

Review your selection:
- You’re keeping the primary insured
- You’re merging the correct duplicate record
Click Merge

✅ What Happens When You Merge?

All notes, documents, tasks, certificates, opportunities, and policies from the duplicate record will be moved to the surviving (primary) insured record
The duplicate insured will be permanently deleted
Policies are merged — both active and historical policies from the duplicate will be retained and attached to the surviving record

Best Practices

Always choose the record with the most complete data and clean naming format as the primary
Add a note after merging for audit trail (e.g., “Merged with John C. Smith on 8/7/2025”)
Run periodic duplicate checks using partial name searches (e.g., “John”, “Smith”, “LLC”)
Use consistent naming conventions when creating records to reduce future duplication