6 Tips To Find and Merge More Duplicates

 

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You know you have duplicates in your database. But when you go to identify and merge them in Insycle, you can’t find them all, leaving some duplicate records floating in your CRM and causing problems with your processes. 

In this article, we’ll cover some simple tips that you can use to expand your deduplication templates and catch the maximum number of duplicates in your database. 

1. Create Multiple Templates for Different Matching Fields

Every template in the Merge Duplicates module relies on matching fields to find duplicate records in your database. 

You want to use fields that contain unique information that can identify each contact or company in your CRM. For example, a contact record that shares the same first name, last name, and phone number as another record is highly likely to be a duplicate. For companies, things like company names and website addresses are good uniquely identifying fields. 

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Create multiple templates using different combinations of matching fields to catch more duplicates. Then, you can bundle all those fields into a Recipe and run them together.

Commonly Used Matching Fields:

  • First and last name
  • Company name
  • Email
  • Domain or URL
  • Phone number
  • Mailing address
  • External system IDs

Tip: Avoid Being Too Broad

To avoid identifying non-duplicate records as duplicates, don't create templates that are too broad.

For example, if you used only "First Name" as your matching field, you could accidentally merge every person with a matching first name together, even though they work at different companies and are not the same people.

Make sure your match fields are a unique identifier.

Unique identifiers are data that is unlikely to be shared by any other record unless it represents the same underlying entity. Fields commonly used in deduplication include phone numbers, email, mailing addresses, and ID numbers.

2. Match Using Related Fields

Sometimes, you might want to match duplicates using data in two separate fields. For example, you might want to compare your Phone Number field to a Mobile Phone Number field to identify duplicates. 

Using the Related Fields feature, you can use two different fields (that contain similar data) as matching fields to catch more duplicates. 

You can set up Related Fields in the Advanced tab.

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Common Examples of Related Field Matching

Matching Field Related Fields
Phone Number Mobile Phone Number, Company Phone
Email Domain Website, Company Domain
Email Address Additional Email Addresses
Mailing Address Company Address
3. Use Similar Match to Find Slight Variations

Using Similar Match instead of Exact Match can be a great way to identify duplicates that are similar but slightly different. For instance, using Similar Match allows you to identify duplicates that might have typos, different spacing, or special characters. 

For example, the first names "Jef" and "Jeff" would still be identified as a match using Similar Match. 

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However, it is very important that you consider the field you're using it on. You don't want to use Similar Matching on every field because then you might merge non-duplicate records together. For example, you wouldn't want to use Similar Match on a Phone Number field because people with similar (but different) phone numbers may be identified as duplicate records. 

4. Ignore Elements of The Field

Insycle also allows you to ignore specific elements within your fields. That way, extraneous portions of the field can be ignored, allowing Insycle to only look at the relevant portions. 

For example, if you were matching duplicates using the Website URL field, you could instruct Insycle to ignore subdomains in order to catch more duplicates. 

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Or, you could ignore "Common Terms," and then alter those "Common Terms" by clicking the Terms button. This is commonly used for ignoring terms like "Inc," "LLC," and "LTD," in company names. 

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Insycle has multiple ways to ignore specific aspects of fields. 

Ignorable Field Traits:

  • Symbols
  • Digits
  • Letters
  • Whitespace
  • Common Terms
  • Text (Substrings)
  • Top-Level Domain
  • Sub Domain
5. Use Match Parts to Identify Partial Matches

Setting Match Parts in your Merge Duplicates templates allows you to hone in on specific portions of a field. 

For example, you can instruct Insycle to only look at specific areas of a field:

  • First X Words
  • First X Characters
  • Last X Words
  • Last X Characters

This can be an ideal way to look at portions of a field.

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6. Organize Your Templates Into Recipes

Insycle Recipes allow you to organize multiple Insycle templates into a multi-step data maintenance process for automation, training, and organization.

A Recipe is a collection of templates ordered into numbered steps that are run in sequence. You can add Insycle's built-in or your own custom templates to a Recipe.

Recipes can also be automated, running on a set schedule such as monthly, weekly, or daily. Then, you ensure that your duplicates are being identified and merged on an ongoing basis, hands free. 

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Additional Resources

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