Unique identifier to additional domain/email

Smart CRM & Sales Hub Tips, Tricks & Best Practices
1

Hello all

I’m looking for a more effective way of sorting out duplicates for contacts and companies, is there a way that I can quickly merge two companies and the unique identifier I’m merging will go into the additional domain/email of the company/contact I want to keep?

Previously I’ve been doing this manually but I thought there’d be a more efficient way of doing this…

2

Hey @RoystonJ there’s no way to automatically clean up duplicate records out of the box. HubSpot will always de-duplicate contacts based on their email address and company records based on the company domain. Outside of this the duplicates would need to be manually reviewed or use a third party tool to manage this. You can save yourself a bit of time though by using the HubSpot de-duplicate checker tool.

3

Thanks @TomM2,

I’ll be using the de-duplicate checker tool for now, but long term it would be very useful if there was an quicker option to put the unique identifier as the additional email/domain.

Many thanks

4

Hey @RoystonJ I haven’t used one for my clients, but I know there are a few tools which can help you de-duplicate based on other fields which might help!

Something like this one.

5

Hey @RoystonJ,

As Tom said, aside from the automatic deduplication feature on HubSpot, there is no way to automatically clean up duplicate records outside of the standard manual dedupe feature.

However, I wanted to share that I think Insycle could be of use here. Full disclosure—I work for Insycle. But Insycle allows for using any field as a unique identifier field and gives you complete control over how data is retained during the merge, down to the field level.

Here is a quick breakdown of our Merge Duplicates tool:

  • Use any field in your database as a potential unique ID matching field. For example, you can use similar or exact matching on a full name, company name, email domain, mailing address, - whatever fields make the most sense based on your use case.
  • set rules for determining the master record that duplicates will all merge into. For example, if you have 3 duplicates in a duplicate group, you can set rules for determining the master record, such as the earlier created create, highest deal amount, or most recently updated.
  • Even further, you can set rules for retaining data down to the individual field level. So in your use case, you could instruct Insycle to append data to specific fields during the merge so that it is not lost.
  • Fully automate your deduplciation templates. You can run them on a set schedule, or even inject them into Workflows so that deduping happens automatically after your contact (or any record type) is created.
  • Always have the ability to preview your deduplication runs to see how they work and ensure accuracy.

Hope that helps! If you have any questions don’t hesitate to DM me :slightly_smiling_face: