How to check for existing Company?

[PvanderValk]

Hi,

When someone fills in a form on our website, and enters their Company name, our automation immediately creates a Company based on that name.

Is there a way to check to see if that company exists in HubSpot and connect the Contact with that Company, before creating a completely new Company? Or is routine deduping the better solution here?

All insights are appreciated.

Patrick

[Lucila-Andimol]

Hey @PvanderValk 

so company name is a tricky one because people tend to write it differently

for example, Coca Cola company, Coca Cola Inc...so this leads to error in the CRM.

You can use Company URL, this is more precise but a bit limited when you can 1 same company with different branches or country offices. But this can be solve later.

Hope this Helps

[Phil_Vallender]

Hi @PvanderValk 

If you have HubSpot's feature to automatically create and associate companies with contacts, then the companies that are created will automatically be dedupliated based on the contacts email domain, and contacts added to the exisiting company if it is there. 

More info on this here: Automatically create and associate companies with contacts 

If you don't have this turned on and are doing it using your own workflows you'll either need to manually dedupe or try to do it by comparing contact properties to company properties using branching logic - this may not be possible the way you want it due to the way HubSpot stores or does not store domain names is the requried formats. 

Hope this helps.

[PvanderValk]

Thanks. I had the feature for automatically creating and associating companies with contacts on for a while, but that led to duplications. Someone would fill in a form where we'd ask for Company name. Then our Workflow would create that Company, and then HubSpot would create another company, based on the domain name of the submittee.

How could we stop that from happening? The autocreation based on domain name has its uses.

TIA

Patrick

[Lucila-Andimol]

Hey @PvanderValk 

Can I ask why are you having a workflow doing this?

This might be causing all the duplication.

Are trying to do something else with it?

[PvanderValk]

Hi Maria, I am not aware of another way to do this. To be clear, this is what is happening: we have a form on our website. It is a non-HubSpot form, but the results are sent to HubSpot. Once it gets to HubSpot a Contact gets created. I am not sure how/where but a lot of fields are added to the Contact (statuses, dates, times, etc...). However, some of the fields filled in on the form, including Company Name, are not automatically added to the new Contact. So I use a Workflow, triggered by the form submission, to add the submitted Company name to the Contact. 

I just turned on the 'Automatic Company creation using email domain name'  again because of other reasons, I just wish I could override the created company with the submitted company.

One thing I see happen often is that someone uses a different email (e.g. university (.edu)) but are still representing the company they put in the form. 

So my prefered process is: someone submits the form. If no Company name, create Company using automated Company lookup via domain name. If Company name, use that one and/or override automated name.

I hope that makes sense.

Thanks for any insights.

Patrick

[Lucila-Andimol · Accepted solution]

Hey @PvanderValk 

thanks for the explanation.

So this happens very often when you are listening to non hubspot forms

because it depends on how the form is originally created (form filed types and tags).

Have you considered using an embed HubSpot form in your website?

Some website platforms like Wordpress have special plugins for form sync with Hubspot , you can ceck that out.

If you want to continue using your current process I think you 'll need to review each step from the form to how data is being pulled into HubSpot to see if there is a fix.

[PvanderValk]

Thanks Maria! At this point it is a 'low volume' problem so I opted for manual deduping and merging. We ended up using Dedupely. It fit our needs for this and other data cleanup efforts. I appreciated your help.

[Lucila-Andimol]

Awesome @PvanderValk 

glad I could help.

You can mark our replies as answer so that other users find this potential solutions too.

Have a nice day

[ArisudanTiwari]

Hi @PvanderValk ,

If the toggle for "Turn on automatic association between contacts and companies" is on, then contacts will be automatically associated with existing companies based on the email domain.

Please refer to this knowledge base article for detailed information: Automatically create and associate companies with contacts.

For checking existing or duplicate companies, you either need to review manually or follow the steps below:

Identifying Duplicate Company

1. Log in to HubSpot:

   • Go to your HubSpot account and log in with your credentials.

2. Navigate to Company:

   • In your HubSpot account, go to the Account tab in the main navigation bar.

3. Access the Duplicate Management Tool:

   • Click on “Company” again in the left-hand sidebar, and then select “Manage duplicates” under the “Company” section.

4. Review Duplicate Companies:

   • HubSpot uses machine learning to identify potential duplicates based on URL, names, and other properties. Review the list of potential duplicates provided by HubSpot and then merge it.

Best regards,
Ari