topic Re: Automatic duplicate creation - Companies in Tips, Tricks & Best Practices

Automatic duplicate creation - Companies

AGAMAURY — Wed, 18 Jan 2023 08:54:10 GMT

Hello everyone,

My team and I are having an issue when creating "Companies" in Hubspot. Automatically, a duplicate is created with more or less the same entity's name (ex : I create the city of Paris "Paris" and automatically, a duplicate will be created like "villedeparis.fr" and without owner). How to stop this ?

Thank for your help.

Andrea

Re: Automatic duplicate creation - Companies

karstenkoehler — Wed, 18 Jan 2023 09:03:21 GMT

Hi @AGAMAURY,

This depends on how these company records are being created. Could you share more details? You can check this by navigating to a company record, clicking View all properties in the left sidebar and searching for 'Original source'.

During imports, for example, the Company ID or Company domain name of a HubSpot company record must be present. Otherwise HubSpot will create a duplicate.

In other words, if you're importing companies by Company name only, each import will create duplicates as the Company name is not an identifier for a company record in HubSpot.

Best regards!

Re: Automatic duplicate creation - Companies

AGAMAURY — Wed, 18 Jan 2023 09:15:09 GMT

Hi Karsten,

Thank you for your answer.

This is the information I found when I'm looking for the Original source.

When i create a companie, i always take the URL link of my client website, as a domain name, and after I name the companie. I always do the creation by myself, i don't use importation.

Let me know if I do someting wrong.

Big thank you.

Re: Automatic duplicate creation - Companies

karstenkoehler — Wed, 18 Jan 2023 09:17:39 GMT

Hi @AGAMAURY,

When you enter these companies manually, HubSpot should point out to you that a company already exists:

Best regards!

Re: Automatic duplicate creation - Companies

AGAMAURY — Wed, 18 Jan 2023 10:12:09 GMT

Yes, I see that. But even if it's a new companie, you have the duplicate who is created automatically. This is a typical exemple : my colleague has created "Hyères" and an other line apperead like it was a new company but it's a duplicate.

Re: Automatic duplicate creation - Companies

karstenkoehler — Wed, 18 Jan 2023 10:13:24 GMT

Hi @AGAMAURY,

Could you check the original source for each of these records? What does it say?

Best regards

Re: Automatic duplicate creation - Companies

AGAMAURY — Wed, 18 Jan 2023 10:22:45 GMT

For the one created by ourselves, here is the origin:

For the one created automatically, as a duplicate, here is the origin:

Re: Automatic duplicate creation - Companies

karstenkoehler — Wed, 18 Jan 2023 10:53:41 GMT

Hi @AGAMAURY,

It looks like it's the other way around – the second one seems to have been created by your colleague.

The first record unfortunately does not have the information populated.

Do you have any integrations which might be creating company records? (Settings > Integrations > Connected Apps)

Best regards

Re: Automatic duplicate creation - Companies

AGAMAURY — Wed, 18 Jan 2023 10:59:53 GMT

Unfortunately no...

I already used Hubspot a lot of times and this is the first time I have this problem 😅

Don't know if there is any solution

Re: Automatic duplicate creation - Companies

karstenkoehler — Wed, 18 Jan 2023 11:02:54 GMT

Hi @AGAMAURY,

Do both company records have a value for Company domain name?

Best regards

Re: Automatic duplicate creation - Companies

AGAMAURY — Wed, 18 Jan 2023 11:06:41 GMT

Yes, but the duplicate only has a fake domain name, which redirects to a site that does not exist.

Re: Automatic duplicate creation - Companies

AGAMAURY — Thu, 19 Jan 2023 11:29:57 GMT

Hello,

I have additional information that I have just discovered: the duplicate is created automatically from the moment I created the fist account. And the duplicate takes as domain name the end of the email address (ex: andrea@vizzia.fr. - domain name of the duplicate: vizzia.fr)

Do you see where the problem can come from?

Re: Automatic duplicate creation - Companies

aabyrne99 — Mon, 18 Nov 2024 14:45:14 GMT

I am having the same issue. Hubspot is clearly created duplicate records on top of our records for no reason. It is a HUGE ISSUE. There are so many different ways it happens, Im trying to track them.

Just now, all I did was add a new contact to company record. The comopany domain ends in a .com, but the contact's email ends in a .net. So as soon as I created the new contact, the system auto generated a dupicate company using .net as its ending domain (mind you this site does not even exist)

IS THERE ANYWAY TO TURN THIS FEATURE OFF???? It is causing so much data managemnet confusion and work.

Re: Automatic duplicate creation - Companies

DianaGomez — Thu, 05 Dec 2024 09:31:47 GMT

Hi @aabyrne99,

Thanks for reaching out to the Community!

This is the type of issue that could be caused by various factors, including integrations. Therefore, given that you have a paid account, it should be escalated to the support team so they can assess the situation and collaborate with the internal team to determine whether it is related to an API, integration, or other factors.

Thanks!

Diana