Checking a Specific Batch of Records for Duplicates

The Only One Record Match condition requires that exactly one record in each duplicate group meets a specific criterion. Duplicate groups where multiple records share the specified value — or where no records have it — are skipped entirely. This makes it well-suited for large-volume deduplication or recurring batch operations. For example, you might run this condition on a monthly basis using a Lead Source field to check each new batch of inbound leads against your existing database. Or you might use it after a one-time event import — such as a trade show — to check just those attendee records for duplicates without processing your entire contact database.

This condition works with any field that already distinguishes your target records from the rest of your database. You don't need to create a new field if an existing one serves the purpose. Some examples of fields that work well:

• A Lead Source field, if your batch came from a specific source, such as a trade show or a particular form.
• A Created Date field, if your batch was imported during a specific window, and those records are otherwise unlikely to duplicate each other.
• An Account Type or Contact Type field, if only one record type in a duplicate group should carry a particular value.
• A custom tag field you've populated in your CRM before running the operation — such as a picklist field named Custom Tag set to 2025.02.14 Expo Leads, or a boolean field named Needs Dedup Check set to True.

Duplicate groups where only one record matches the field condition are included in the results and processed; groups where more than one record shares it are bypassed.

To configure the condition:

1. Navigate to Data Management > Merge Duplicates and select your database and object type.
2. In Step 1, on the Simple tab, configure your matching fields to identify potential duplicates.
3. Click the Conditions tab.
4. Configure the condition as follows:
   • Field: The field that identifies your target records 
   • Condition: Only One Record Match 
   • Criteria: Contains (or the appropriate operator for your field type) 
   • Value: The value that identifies your target records

The image above shows the Conditions tab in Step 1 of the Merge Duplicates module, with the Only One Record Match condition configured on a Custom Tag field with a criteria of Contains and a value of 2025.02.14 Expo Leads.

With this setup, Insycle includes only duplicate groups where exactly one record carries the specified value. Groups where two or more records share the value — meaning both records are from the same batch — are skipped, since those are unlikely to be true duplicates of each other.

For example, to surface duplicate accounts where one record has Type = Customer and the other does not — while skipping groups where both records are customers — configure the condition as follows:

• Field: Type
• Condition: Only One Record Match
• Criteria: Contains
• Value: Customer

The following duplicate groups would be included:

• One account with Type = Customer, one with Type = Prospect.
• One account with Type = Customer, one with Type = null (empty).

The following duplicate groups would be excluded:

• Two accounts, both with Type = Customer.
• Two accounts, both with Type = Prospect.

The image above shows the Conditions tab in Step 1 of the Merge Duplicates module, with the Only One Record Match condition configured on the Type field with a criteria of Contains and a value of Customer.

If you are working with HubSpot Workflows or Salesforce Flow, you can create an automated process that enrolls only a targeted set of records into an Insycle deduplication Recipe. This approach targets records based on dynamic criteria defined in your CRM.

For example, in HubSpot you could build a Workflow that enrolls contacts matching specific criteria and triggers an Insycle Deduplicate Recipe to check just those records against your existing database. Some examples of enrollment criteria that work well:

• Contact Create Date is known and is [date parameter] — enrolls contacts created before or after a specific date, or between dates, useful for checking a recent import batch.
• Original Source is equal to [value] — enrolls contacts from a specific acquisition channel, such as organic search or email marketing.
• Lead Source is equal to [value] — enrolls contacts tagged with a particular lead source value, such as a trade show or a partner referral.

Note: This approach works best for smaller, targeted batches of records. For large-volume or recurring batch operations, the Only One Record Match condition (Option A) is more suitable, as processing Workflows and Flows on large volumes of records can slow down your CRM.

The image above shows a HubSpot Workflow configured to enroll contacts if the Lead Source is Trade Show, with an Insycle app Deduplicate Recipe action as the workflow step.