Duplicate Companies and Contacts

[KNagpal9]

Hello Everyone, 

I am trying to remove all the duplicates from my HubSpot account sales initially when entered any records they created a deal first then a record after which every time a record got created a new company got created with it. 

Which led to many duplicates I am currently utilizing Free Operations Tools but I want to understand the below

1. Is there any limit on number of duplicates hubspot will show me on this free tool because intitally I was seeing 2000 duplicates when i tried merging them to reduce the number it never grew back to 2000 or grew at all by any number? 

2. How can set up workflow to make sure no duplicates are created at all? 

3. What is the best workaround to remove all the duplicate companies in the system without upgrading my plan? 

4. Is it even possible or not ? 

Current Plan: 

Marketing Hub Professional - Marketing Contacts (Includes 2,000 Marketing Contacts)

Sales Hub Enterprise (Includes 10 Users)

Service Hub Professional (Includes 5 Users)

CMS Hub Professional

Free Tools

Free Operations Tools

Thanks

Kartik

[karstenkoehler · Accepted solution]

@KNagpal9 find my answers below:

1. Correct.
2. This information can be found here: https://knowledge.hubspot.com/records/deduplication-of-records#manually-deduplicate-contacts-and-com...
   
   1. Contacts: First Name, Last Name, Email address, IP country, Phone number, Zip Code, and Company Name.
   2. Companies: Company Domain Name, Company Name, Country/Region, Phone Number, and Industry.
3. To put it simply, yes. I forgot to mention that a Operations Hub Professional or Enterprise would also allow you to bulk deduplicate, however at a higher pricepoint that Insycle: https://knowledge.hubspot.com/records/deduplication-of-records#manually-deduplicate-contacts-and-com...

---

@KNagpal9 wrote:

Is there a way I can set custom rules to identify duplicates because what I am assuming that there are many more duplicate companies that Hubspot is not recognizing which why the number hasn't gone up back to 200 or even slightly higher from the last dedup number? 

---

No, this is not possible, the fields used by HubSpot are at the moment set in stone, see point 2 above. In Insycle, you can set your own rules.

Best regards!

[karstenkoehler · Accepted solution]

@KNagpal9 I recently learned that you can also automate deduplication with Koalify and wanted to add this information here as well: https://koalify.io/knowledge-base/how-to-automatically-merge-hubspot-duplicates-using-koalify-workfl...

[Jonas_De_Mets · Accepted solution]

Thanks for suggesting Koalify @karstenkoehler! 🙌

Koalify will let you identify all your duplicates and merge them automatically using a simple workflow action @KNagpal9 . Let me know if you need any extra information!

[RBozeman · Accepted solution]

Hi @KNagpal9,

Yes, HubSpot only shows the most recent 2,000 identified duplicates and there isn't an easy way to see the total number when it is higher than that. If you are seeing 2,000, there is no way to tell how many there are above that threshold. 

Also, ensuring that no duplicates are created is more of a strategy than a tactic. There will always be some number of duplicates in your database, you just strive to get that number as low as you possibly can. 

The best way to do this is to ensure that your duplicates are being identified and merged using multiple data points, not just email. For example, you could leverage other fields like first/last name, phone numbers, addresses, IDs, or any field that can be uniquely identifying as a singular record. 

There isn't a way to do this using the features in the standard packages. However, you can do this through Ops Hub custom coding, or by building your own solution through the API. 

Also wanted to mention that Insycle does this. Full disclosure, I work for Insycle.  You can match duplicates using phone numbers, mobiles, or any record in your database. Additionally, Insycle's dedupe tool is able to ignore phone number formatting and only identifying the underlying numbers to match duplicates. And you have complete control of how data is retained on a field-by-field basis. 

[JohnMaret]

yes for Koalify, can recommend 

[KNagpal9]

Hi Karsten, 

1. This means that there is no such limit based on the Hubspot subscription you have it will still show number of duplicates as long as long the number is kept below 2000, it will kee refreshing and if in refresh it founds new duplicates it will show right ? 

2. On what basis does Hubspot identifies that a company record is duplicate? 

3. Koalify is just to indetify the duplicates and Insycle is to deduplicate in bulk is that right ? 

Is there a way I can set custom rules to identify duplicates because what I am assuming that there are many more duplicate companies that Hubspot is not recognizing which why the number hasn't gone up back to 200 or even slightly higher from the last dedup number? 

Thanks

Kartik

[karstenkoehler · Accepted solution]

@KNagpal9 I recently learned that you can also automate deduplication with Koalify and wanted to add this information here as well: https://koalify.io/knowledge-base/how-to-automatically-merge-hubspot-duplicates-using-koalify-workfl...

[Jonas_De_Mets · Accepted solution]

Thanks for suggesting Koalify @karstenkoehler! 🙌

Koalify will let you identify all your duplicates and merge them automatically using a simple workflow action @KNagpal9 . Let me know if you need any extra information!

[karstenkoehler · Accepted solution]

@KNagpal9 find my answers below:

1. Correct.
2. This information can be found here: https://knowledge.hubspot.com/records/deduplication-of-records#manually-deduplicate-contacts-and-com...
   
   1. Contacts: First Name, Last Name, Email address, IP country, Phone number, Zip Code, and Company Name.
   2. Companies: Company Domain Name, Company Name, Country/Region, Phone Number, and Industry.
3. To put it simply, yes. I forgot to mention that a Operations Hub Professional or Enterprise would also allow you to bulk deduplicate, however at a higher pricepoint that Insycle: https://knowledge.hubspot.com/records/deduplication-of-records#manually-deduplicate-contacts-and-com...

---

@KNagpal9 wrote:

Is there a way I can set custom rules to identify duplicates because what I am assuming that there are many more duplicate companies that Hubspot is not recognizing which why the number hasn't gone up back to 200 or even slightly higher from the last dedup number? 

---

No, this is not possible, the fields used by HubSpot are at the moment set in stone, see point 2 above. In Insycle, you can set your own rules.

Best regards!

[karstenkoehler]

Hi @KNagpal9,

Happy to help here!

• The duplicate tool will show a maximum number of 2,000 duplicates and refresh on a regular basis. If you deduplicate and if HubSpot finds new duplicates on the next refresh, the number goes up again. HubSpot will not display the full amount of duplicates unless the number is below 2,000.
• When sales reps associate a company to a deal, and if at that time they create a new company, they should see a red warning when entering the company domain name, if it exists already. Make sure the company domain name is required: https://knowledge.hubspot.com/object-settings/set-up-fields-seen-when-manually-creating-records - if sales reps choose to ignore the warning, unfortunately, you cannot enforce anything at this point.
• At the moment, your best options are third party integrations, as HubSpot's native tools are limited. Koalify is a great tool that suggests whether a record might be a duplicate directly in the right sidebar of a company record. Insycle lets you deduplicate records in bulk in large numbers.
• Yes, but not natively in HubSpot and not if reps ignore red warnings.

Best regards!