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Notification or alert when contacts are merged

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Hello,

 

  We've had some instances where contacts have been merged incorrectly (either through a manual merge or due to cookies/submitted forms). It's only been a few right now, but our team is concerned this is occurring more than we are aware.

 

   I was hoping to create a notification or alert which would trigger to me when contacts are merged so I can keep an eye on it. If I'm not able to trigger a notification, my second preference would be to create a report which I can add to my dashboard.

 

   I reached out to HubSpot's support team, and the only solution they were able to identify is for me to export the Property History report for the Email contact property. This is fine if I only wanted to look at this once or twice, but not ideal for ongoing monitoring.

 

   Has anyone been able to set something like this up and/or found a viable workaround?

 

Thanks,

 

Katie

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Esteemed Contributor | Platinum Partner

Hi @kdemars 

 

This is definitely a tricky one and not something that I can see that Hubspot currently supports natively. I had high hopes that Zapier could handle this, as Zapier can look at the Hubspot API and can check if a contact record has a value in the "Merged vids with timestamps of a contact" field (which can only be accessed via the API). However, the snag I hit here is that we can't get Zapier to pass every contact that is changed to Zapier to check for a merged vid value. Zapier does have a "New Contact Property Change" which we can set to monitor the "Last Modified Date" for contact records, but I'm told this is no longer supported. 

We can add contacts to a contact list when the contact is modified less than 1 day ago, which would trigger Zapier to look at the contact, but this approach won't trigger consistently as we can't re-enrol a contact each time it is changed (it gets added once, perhaps when the contact is created, but then is never checked again) - and from there this approach just gets too complicated.

 

So we are back to trying to find a way to pull merged contacts from the API. With custom development, this is all possible, but if you can't go that route, a cheaper option is to use Excel and the SEOTools add-on. This add-on includes a Hubspot CRM connector which will allow you to use your API key to grab a list of your contacts. In SEOTools select Others->CRM->Hubspot->Contacts. Under settings enter your Hubspot API key, check the fields you want to list from your contacts, including Merged IDs, and click insert. You now have a list of contacts that have been merged and can run this report as often as you need (you can also check "Return recently modified only" if you are running this regularly).

Not as easy as we would hope, but at least possible.


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Matthew Shepherd

An Inbound Growth Agency
Platinum HubSpot Partner

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Community Manager

Hi @kdemars

 

I want to pull in some thought leaders to see if they have any suggestions regarding this: @MatthewShepherd@Rahul@sachahydra do you have any thoughts or suggestions for @kdemars?

 

Thanks,
Jenny


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Hi Katie

 

I've only experienced once where a contact with the same email was merged with another.  Since Hubspot uses the email field as the unique identifier of a contact then if someone submits a form twice with different names but the same email then it will merge / replace the contact details.   I've never had cause to run a report on this. 

 

How are the contacts usually added to Hubspot in your instance? Via a form submission or manually?    If manually it could be down to human error where the same contact is added twice but one instance has a different or incorrect email address which then gets updated / corrected automatically via form submission which replaces the contact details.  If you enter the contact manually twice you will receive an alert that there is already a contact present with the same email but if the contact is automatically updated via form submission this will not flag.

 

I hope that helps!

 

Best wishes

Sacha

Esteemed Contributor | Platinum Partner

Hi @kdemars 

 

This is definitely a tricky one and not something that I can see that Hubspot currently supports natively. I had high hopes that Zapier could handle this, as Zapier can look at the Hubspot API and can check if a contact record has a value in the "Merged vids with timestamps of a contact" field (which can only be accessed via the API). However, the snag I hit here is that we can't get Zapier to pass every contact that is changed to Zapier to check for a merged vid value. Zapier does have a "New Contact Property Change" which we can set to monitor the "Last Modified Date" for contact records, but I'm told this is no longer supported. 

We can add contacts to a contact list when the contact is modified less than 1 day ago, which would trigger Zapier to look at the contact, but this approach won't trigger consistently as we can't re-enrol a contact each time it is changed (it gets added once, perhaps when the contact is created, but then is never checked again) - and from there this approach just gets too complicated.

 

So we are back to trying to find a way to pull merged contacts from the API. With custom development, this is all possible, but if you can't go that route, a cheaper option is to use Excel and the SEOTools add-on. This add-on includes a Hubspot CRM connector which will allow you to use your API key to grab a list of your contacts. In SEOTools select Others->CRM->Hubspot->Contacts. Under settings enter your Hubspot API key, check the fields you want to list from your contacts, including Merged IDs, and click insert. You now have a list of contacts that have been merged and can run this report as often as you need (you can also check "Return recently modified only" if you are running this regularly).

Not as easy as we would hope, but at least possible.


Did my post help answer your query? Help the Community by marking it as a solution.

Matthew Shepherd

An Inbound Growth Agency
Platinum HubSpot Partner

Community Manager

Thanks for sharing @MatthewShepherd and @sachahydra


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