Prevent companies with the same domain from creating duplicates

Data Hub 💬 RevOps Discussions
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Hi, glad someone brought up this question..

So, when I upload new companies or contacts into Hubspot, the system automatically checks if there are any existing companies or contacts with the same email domain. Think of it like the part of an email address that comes after the “@” symbol - that’s the domain name.

For example, let’s say I have two companies in my Hubspot database: ABC Inc. and XYZ Inc. Both of them have email addresses that end with “@example.com”. So, the email domain for both of these companies is “example.com”.

Now, let’s say I try to upload a new company called “123 Inc.” and their email address also ends with “@example.com”. Hubspot will recognize that the email domain for this new company is the same as the email domains for ABC Inc. and XYZ Inc. So, Hubspot will check to see if 123 Inc. is a duplicate of either ABC Inc. or XYZ Inc.

If Hubspot finds a match, then it will merge the new record (in this case, 123 Inc.) with the existing record (either ABC Inc. or XYZ Inc.). This helps to keep our database clean and prevent duplicates.

However, if Hubspot doesn’t recognize that the email domains are the same (for example, if one company has “www” in front of the domain name and the other doesn’t), then it may not catch the duplicates.

To prevent new duplicates from being created, I can set up a workflow or automation rule in Hubspot that checks for existing companies with the same domain before creating a new record. This way, I can ensure that my data is accurate and up-to-date . Hopefully it helps you.