Automatic duplicate merging helps keep the customer database up to date. This saves time and reduces the risk of errors.

In this article:

• How automatic duplicate merging works
• How to start merging
• How to configure automatic duplicate merging

How automatic duplicate merging works

CRM items merge automatically if:

• All fields in the forms have matching values. For example, there are two contacts with the same first name, last name, and phone number. If at least one field value differs, CRM will suggest merging the items manually.
• One employee is responsible for the CRM items.
• Leads are at the same kanban stage. If leads are at different stages but have the same contact details in their forms, they need to be merged manually.
  Merge duplicates in CRM

Fields used by CRM to check for duplicates:

• For leads: full name, company name, phone, and email.
• For contacts: full name, phone, and email.
• For companies: company name, phone, and email.

Let's consider some examples:

Automatic merging. There are two contacts: Paul and Paul Smith. The phone numbers are the same, and other field values match. The contacts will merge automatically.

Manual merging. There are two contacts: Paul and Paul Smith. The phone numbers are the same, but the positions in the company differ. In this case, the contacts need to be merged manually.

How to start automatic duplicate merging

By default, duplicate checking starts automatically, but you can run the process manually.

To start automatic duplicate merging:

1. Go to the CRM section and select the CRM item tab. For example, Clients > Contacts.
2. Click Settings > Duplicate control.
3. Click Edit.
4. Select the fields to check for duplicates and click Save.
5. Click Start scan.

If all field values match, duplicates will merge automatically. If at least one field value differs, CRM will suggest merging the forms manually. You can choose items to merge or skip them if processing is not needed.

After automatic merging, the form created earlier will remain, and the others will be deleted. You can check which items were deleted in the History tab. If necessary, they can be restored from the CRM Recycle Bin.

How to configure automatic duplicate merging

By default, CRM checks for duplicates once a day. You can change the frequency of checks in the settings.

1. Go to the CRM section and select the CRM item tab. For example, Clients > Contacts.
2. Click Settings > Find and merge duplicates.
3. Choose the frequency of checks. If you want to disable automatic search, select Do not check.
4. Click Save.