Upkeep & settings
Data maintenance
Data maintenance helps you close gaps in your contact data and clean up duplicate entries. You can fill in details yourself, check specifically where something is missing, or hand the maintenance over to another person.
Data maintenance assistant #
The data maintenance assistant shows you, one after another, contacts that are missing certain details. You open it via More › “Data maintenance assistant” or via the “Data maintenance” tile on the Home tab.
First you choose the fields from the groups “Linknor” (such as salutation or social media profile) and “Address book” (such as photo, phone or birthday). Under “Process” you set the “Order” and how many “Contacts per round” you want to work through: 10, 25, 50 or “All”.
Each card shows “Contact x of y” and only the missing fields. Anything you don’t know you put aside via “Skip”: “Later”, “Defer for 30 days”, “Defer permanently” or “Field can't be read” for a single field. At the end of a round you choose “Next batch”, “Choose other fields” or “Done”.
How it works
- Tap More › “Data maintenance assistant”.
- Select the fields you want to fill in.
- Choose the order and round size and tap “Let’s go”.
- Enter the missing details and tap “Save”.
Data quality on the Home tab #
The “Data quality” section on the Home tab shows three counters: “Without organization”, “Without recent encounter” and “Without notes”. Tap a counter to see the affected contacts as a list.
Each row offers you the matching next step directly: “Assign organization →”, “Log encounter →” or “Add notes →”. For notes, the “Add note” sheet opens. Your text is added to the contact’s general note; tap “Save” to apply it.
When all contacts are complete, the list shows “All contacts complete”.
Delegate data maintenance #
With a maintenance request, you let another person, such as an assistant, fill gaps in your contacts. You start it via More › “Delegate data maintenance” or on the Home tab in the “Data maintenance” tile with “New request”.
The wizard has three steps. Under “Recipient” you enter a name and email; matching Linknor contacts are suggested. In the second step you choose the “Default setting” (“Core”, “Default”, “Complete” or “Custom”), the fields and, under “Validity”, after how many days the request expires. “Fill gaps only” limits the request to empty fields. In the third step you select the contacts, filtered by organization or by “Random selection” if you like.
With “Send”, Linknor creates an encrypted ZIP file and opens the Share sheet. You decide how to send it. Linknor then shows the password, which you pass on by a different route. You open the response file with Linknor or via “Import response” in the request.
- “Overview” in the “Data maintenance” tile lists all requests with their status, for example Draft, Sent, Partial or Done.
- You can undo accepted additions in the Maintenance log for 30 days.
Detect duplicates #
Under More › “Detect duplicates” you find duplicate entries. At the top you choose between “Contacts” and “Address books”.
In “Contacts” mode, Linknor looks for identical phone numbers, email addresses and similar names. Tap “Scan now”. Each “Possible duplicates” group has a “Merge” button. There you choose the main contact; encounters, roles, tags and notes of the other entries are moved to it. The “Preview” shows the result before you confirm with “Merge now”. This mode only changes Linknor data.
In “Address books” mode you check your iOS contacts. Choose the address books and tap “Scan now”. To hide a group that is not a duplicate permanently, tap “Not a duplicate”. When merging, you choose the target contact and, for each field, “Apply” or “Do not apply”.