Notification to Owner of Duplicate Deals

[DLeBlanc]

Hey Hubspot fam!

I'm trying to create a workflow that will trigger when there are TWO OR MORE deals in the same pipeline (Basically a duplicate deal), and send a notification to our office assistant to look into the duplicate.

Any workarounds that y'all know of?

Thanks!

[RBozeman]

Hi @DLeBlanc,

I don't believe that there is a simple, straight-forward way to identify duplicates and have a notification sent to a person based on the detection of the duplicate. As @karstenkoehler noted, one workaround would be to use the "Associated Deals" property so that you can inspect when more than two deals are associated to the same company. 

Also just wanted to mention that Insycle can help with this. Full disclosure, I work at Insycle. 

Using Insycle, you can use any field in your database to identify duplicate deals. So you could use deal names, associated company ID, phone numbers - whatever makes the most sense for your use case, to identify duplicate deals. 

Then you can set Insycle up to generate a CSV report of potential duplicate deals so that they can be manually inspected before merging them to ensure that they are indeed duplicates. You can add anyone in your organization to the alert notification; they don't have to be an Insycle user to receive the notification. The notification can be customized to provide additional context. 

Here's what the notification setup screen looks like:

Hope that helps!

Best,

Ryan

[DLeBlanc]

We already use Incycle!
This is exactly what we did with your platform, it works wonders 🙂

[RBozeman]

Oh, awesome :). Happy to hear it's working for you. If you ever have any questions, don't hesitate to reach out. 

[karstenkoehler · Accepted solution]

Hi @DLeBlanc,

At this stage, workflows don't have the capability to comparing objects or counting objects. Workflows treat objects one by one. That's why currently the only way to approach this, is by looking at the contact or company property Associated deals (the total number of all associated deals) or with a custom calculation property:

This would count the number of deals that have a name and that are associated with a contact (or company) in a pipeline. It would not check whether these are duplicates, it would county how many deals exist in the same pipeline.

You could then send a notification to the object owner when this number is greater than 1.

Without calculated properties, this would be the next best thing:

This workflow would check whether a contact has two deals and at least one of them is in the designated pipeline. You could further narrow this down by Deal stage and other criteria, but HubSpot will always only check whether one deal fits these criteria. That's a limitation of the product at the moment.

Still, when there are two deals associated with a contact or company, you could notify the owner and let them know that there might be a duplicate.

Hope this helps!