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.

HubSpot updates
More efficient way to find and merge duplicate contactsHubSpot Moderator
changed to: Delivered
06-12-2019

Hi HubSpot Community,


Thank you all for the continued feedback on this post. The continued insights into tools needed to help your businesses grow better is exactly what we need to build great products. 

Today, I'm excited to let you know that you’ve got a brand new tool that finds duplicate contact and company data in HubSpot. No extra spreadsheets, tools, or costs. So you’ll be more efficient, and your customers will have more frictionless experiences with your brand. This tool is now available for all professional and enterprise customers - full details on how to use it can be found in this knowledge article


This product leverages machine learning to consider data such as name, email(s), IP-derived country, phone number, zip code, and company name when comparing two objects. When you accept (merge) or reject (dismiss) a pair as duplicates, you’re providing feedback to the model to help it improve over time. We're likely to add more data to the model in the future.

 
Again, thank you all for your continued feedback on this idea. Your use-cases, examples, and urgency help us build better products. Happy deduping! 

More efficient way to find and merge duplicate contactsHubSpot Product Team
changed to: Investigating
04-03-2017

Thanks for adding this idea. Helping customers identify and merge duplicate contacts and companeis is somethign that we are putting a lot of thought into. We appreciate the feedback and examples, this is extremely useful.

More efficient way to find and merge duplicate contactsHubSpot Product Team
06-13-2019

Thank you so much @ck2018 ! We appreciate the kind words, and we appreciate being able to work with great, value adding partners like Insycle. We're eager to continue building a strong, loveable platform for engineering teams like Insycle to help us help millions of buisnesses grow better.

 

- Kevin Walsh (senior product manager @ HubSpot)

More efficient way to find and merge duplicate contactsHubSpot Product Team
07-30-2019

Hi folks -- thank you for all of the continued feedback on the duplicate management tool! We're thrilled that this has been as useful as we'd hoped to help businesses keep their data as clean to take advantage of a unified customer database for marketing, sales, and customer service teams.

 

We're proud to build an open platform to support our integration partners like Dedupely and Insycle. While our partner products can deliver differentiated value, the native duplicate management tool is developed entirely by HubSpot.

 

How we identify potential duplicates: Under the hood, this tool uses machine learning (ML) to identify contacts and companies that you are likely to merge. At its core, ML helps automate tasks by analyzing examples of a task to evalutate new tasks to complete. In the case of duplicate management, the task is merging contacts. By analysing past merges, ML algorithms identify other pairs of contacts that have a high likelihood of being merged based on your behavior, which are shown to you in the duplicate management tool.

Today, the ML models for contact and company merge suggestions are based on contact and company properties including name, email, phone number, company name, company industry (determined by HubSpot Insights), and company industry (determined by HubSpot Insights). We plan to expand the properties that the ML models consider to other properties, but to be transparent, we're more likely to add default contact properties (e.g. contact activity data) before custom portal properties in the near term.

 

Because this is a machine learning product, it doesn't rely on strict rules like exact matches phone number or name; by not relying on rules, the duplicate suggestions can more closely mimic our own human understanding of challenges like several contacts with the same business phone number or several contacts with the same generic name, like Kevin Smiley Happy.  As you merge and dismiss pairs, you provide feedback to the tool to help improve the accuracy of our merge recommendations based on patterns in the contact and company properties.

 

This tool is still under active development, and you should expect improvements around both the accuracy of the suggested merges and the merge experience throughout the rest of the year. 

More efficient way to find and merge duplicate contactsHubSpot Moderator
01-08-2019

Hello HubSpot community - I wanted to re-illustrate that this tool is available from HubSpot in private beta. Currently, the beta supports contact duplicate identification. We hope to introduce companies duplicate identification in the coming weeks as well. 

 

If you are interested in becoming an early user - please fill out the beta form here. We will be in touch if you are a good fit.

 

Note: We will not be accepting every submission into the beta, we will reach out to submissions that are a good fit for the early version of the tool. 

More efficient way to find and merge duplicate contactsHubSpot Product Team
04-14-2019

Hi all -- We're excited that we're getting closer to being able to release the new tool to all customers. We're working to scale its processing, so that it works for everyone, including customers with large numbers of contacts. 

 

The link in BB1's post will only work if your portal has been accepted into the beta program. If you are interested in becoming an early user - please fill out the beta form here. We will be in touch if you are a good fit.

 

We won't be accepting every submission into the beta, but we will reach out to submissions that are a good fit for the early version of the tool.

 

Thank you

More efficient way to find and merge duplicate contactsHubSpot Product Team
07-12-2019

Thank you! We're proud to be building an all-on-one platform to allow businesses to combine HubSpot's suite of tools with their choice of powerful integrations, like Dedupely. It takes a village to keep CRM data clean to enable millons of businesses to grow better. 

- Kevin Walsh (senior product manager @ HubSpot)

More efficient way to find and merge duplicate contactsHubSpot Product Team
07-30-2019

Hi Daniel -- I've reached out to schedule a call for us. Thanks again

More efficient way to find and merge duplicate contactsHubSpot Moderator
10-29-2018

If you are interested in becoming an early beta tester of this product once it is developed - please fill out the beta form here.

More efficient way to find and merge duplicate contactsHubSpot Moderator
changed to: In Beta
11-20-2018

Hello HubSpot community - I'm excited to let you know we have an early version of this tool available in a private beta. If you are interested in becoming an early user of this product - please fill out the beta form here and we will be in touch if you are a good fit.

 

Note: We will not be accepting every submission into the beta,  but we will be reaching out to submissions that are a good fit for the early version of the tool.  

More efficient way to find and merge duplicate contactsHubSpot Moderator
changed to: In Planning
10-29-2018

Hi HubSpot community, 

This is something the Product and Engineering team is beginning to research and plan, we hope to deliver a solution in the coming months. 

137 Replies
dstemo
Occasional Contributor

First, I want to say whatever the most recent update was did wonders for us - we saw our potential duplicate numbers go from the hundreds to 16. Which is awesome! The new duplicates are MUCH more accurate. We had a lot of junks before (which, was probably just the machine getting up to speed and learning).

 

One suggestion I had thou is how often HubSpot runs the duplicate match on the backend. Right now, we have not had duplicates run since Aug 17th, over 3 weeks ago. I also still use Incycle to supplement duplicates for now, and we have gotten quite a few in between Aug 17th and today. We really need to have either some way to push duplicates to run, or have them run at least every 7-10 days for us to effectively catch dups. 

 

Again great work on this tool, really helping us out!

Evans4316
Regular Contributor

Can someone refresh my memory on how to access the contact duplicates removal tool?

KeyWestScott
Advisor

Contacts, Actions, Manage Duplicates.

 

 

Scott Smiley Happy

mkua001
New Member

The dedup just released is painful to use. It has found over 2000 records duplicated and the tool only allow merging one at a time. It is obvious the records are duplicated so i wish they allow batch merging to that it is not so painful. Not useful at all.

BB1
Regular Contributor

When you do it one by one, you can select which should be the primary contact/company based on which should not be overwritten by the other. If you do it en-masse, you would not (yet) be able to be selective. The option for now would be to use an integration, like Insycle.

mallory_gsp
New Contributor

I'd love to be able to filter my contacts so I can prioritize duplicates that I need to de-dupe.. For example, if I'm filtering out a list of companies, when I click the "manage duplicates" list, I'd like to see only those companies. 

wojtolinho
New Contributor

@_Kevin thank you for implementing the tool, I'm excited to make use of it!

Could you please consider including in the Duplicates section an export option similar to Contact Lists?

We've built a tool for merging HS contacts and having such a list in a file would make our deduplication process much faster.

+ I'd expect it would enable other users to get a better insight into their duplicates: which characteristics duplicates share, which sources duplicates come from etc.