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More efficient way to find and merge duplicate contacts

The Sales CRM functions more as intended for lead capture from a web form where one email would be provided to create the contact record.  

You're thinking in terms of the CRM as a Sales and Marketing tool, which it is, but it's also just a CRM: Connected to Gmail it's getting new records daily from people that have multiple email addresses.  Moreover, just doing an import of addresses from other databases can result in multiple Contacts being created for the various email addresses someone might have.

Consider myself as an example, I have 12 different email addresses.  When I take a new client or job, I'll have another.  Those are 13 different records. They are all just me and each of those email addresses should be more easily uncovered as associated with the same person and merged.

 

What needs to improve
Today we have to go into a Contact records and use the Merge function to find the other emails and merge them.  That's a manual process. A pain for large Contact databases.

The Contact list should have a "Find and Dedup" option.  The CRM should find likely duplicates not based on the email identifier but other personal identifiers: same name, similar name in same location, etc.  Flag those in the list and make it easy to check the duplicate Contacts and "Merge" them.

This really needs to be done as part of the platform as growing companies, teams with many people using Gmail as part of their outreach, etc. will constantly result in new Contact records that can go unnoticed as duplicates of existing records.

130 Replies
gelflex-cc
Top Advisor

@realizeit please share about the dedupe tool.

 

Thanks.

gelflex-cc
Top Advisor

@_Kevin in order to be part of the beta is it professional or higher?

realizeit
Esteemed Contributor

Hubspot added this feature a couple months ago (starting in beta). I have Sales Professional, so it may only be available there (follow the below instructions to see if you see it):

Go to contacts>Actions dropdown (upper right)>Manage duplicates

HS produces a list to select contacts to remove or not. My current list has 493 contacts. That could take a LONG time to de-dupe. But, it's at least a start.

gelflex-cc
Top Advisor

@BB1 when I insert my hubspotid and place in a browser, I get to active contacts.  - https://app.hubspot.com/contacts/4890135/contacts/list/view/1563676/?

gelflex-cc
Top Advisor

@realizeit thanks. looks like i do not have that option.

 

contacts.png

BB1
Regular Contributor

As Hubspot said, you can ask to be accepted to their Beta program - here: Dylan and here: Kevin so if you don't see it, you don't yet have it.

Evans4316
Regular Contributor

Hi Hubspot!

 

I have tried the Beta... but my key issue and concern is that...If I specify a Primary and want a secondary merged into the Primary... the last I checked... the resulting Contact is whoever had activity and NOT the Primary...which is what I wanted.

 

I hope this makes sense.  It's frustrating...because then I have to then manually keep track of who I want as the Primary and then modify the resulting Contact.

 

Any update on this issue?

 

Thanks!

BB1
Regular Contributor

Evans - your question is relevant for all merging, not sure what the answer is.

 

This new tool is to help the user find the duplicates and then merge them. Actually merging is something which already existed.

 

Regards,

BB

Evans4316
Regular Contributor

BB1:  I agree...   But IF you specify a primary...you don't want a secondary to overwrite over all of the contact information in this case. ..Or at least have the option to select which information you want to retain.  At least in my mind, the purpose of a Primary is to specify which one you want to keep.

 

Finding the duplicates is great...but if you have 200 of them and have to manually edit them...it's easier just to leave them.  Smiley Sad

 

Thanks,

Karen 

gelflex-cc
Top Advisor

@BB1 Thank you for the link. Thought Idedup.png already posted the comment, this does not appear to be available for all users in beta.