Merging Duplicates One at a Time

Manual mode lets you work with one duplicate group at a time, giving you complete control over which records are merged and how field values are handled.

1. Navigate to Data Management > Merge Duplicates and select your database and object type.
2. In Step 1, configure your matching fields to identify potential duplicates, then click Find.
3. In Step 2, review the duplicates and select a group to merge just those records. Click the chevron to expand the group and see all of the records. Once you select Manual mode in Step 3, you'll be able to select specific records in the group.
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4. In Step 3, select Manual mode at the top of the page.
   [merge-duplicates-step-3-manual.png — Screenshot of Step 3 showing the Bulk and Manual mode toggle with Manual selected]
5. To select individual records to merge, return to Step 2, and deselect the records you don't want to merge.
   [merge-duplicates-contacts-manual-mode-step-2-tasneem-selected.png — Screenshot of Step 2 showing an expanded duplicate group with individual contact records visible and checkboxes next to each record, with some records checked and one unchecked]
6. Confirm that the records you want to include are checked, then proceed to Step 3. 

The master record is the record that remains after the merge is complete. The other records in the group are merged into the master and no longer exist as separate records. By default, field values from the master are retained, and any empty fields in the master are automatically filled with values from the most recently updated duplicate in the group.

In Step 3, select the master record into which the other records will be merged.

[merge-duplicates-hubspot-contacts-step-3-manual-master-selected.png — Screenshot of Step 3 in Manual mode showing a duplicate group with one record selected as the master]

Note: If you are using HubSpot or Salesforce, two additional settings appear at the bottom of Step 3 — Merge API and Blank Fields. These control how Insycle executes the merge and whether empty master fields are automatically filled. For a full explanation of these settings, see Native vs. Custom Merge: Two Ways to Combine Records in HubSpot and Salesforce and the Blank Fields section of Keeping the Right Data When Records Merge.

Step 4 lets you review and override field values on a field-by-field basis before the merge is applied. This step is optional — if you do not make selections here, Insycle follows the default merge logic.

In Step 4, only five fields are displayed initially. To see all fields, change the number of rows shown per page.

Three tabs are available to help you focus your review:

• Conflicts — Shows only the fields where values differ across the duplicate records, making it easy to focus on fields that need attention.
• Read Only — Lists only the non-writable fields from your database.
• Full — Shows all record fields, including those without data.

Use the search to quickly find specific fields.

To select which value to keep for a field, click the value you want to retain from the record that contains it. For example, you could choose the Industry value from one record and the City value from another.

The image above shows the Step 4, Conflicts tab of the Merge Duplicates module in Manual mode, displaying field values from multiple records side by side, with values selected for individual fields.

To edit a field value directly rather than selecting from an existing value:

1. Hover over the value you want to update.
2. Click the pencil icon.
3. In the Edit popup, update the value and click Save.

The image above shows the pencil icon appearing on hover over a field value on the Step 4, Conflicts tab of the Merge Duplicates module in Manual mode.

The image above shows the Edit popup with an updated field value and the Save button highlighted on the Step 4, Conflicts tab of the Merge Duplicates module in Manual mode.

When you have reviewed and selected all critical field values, apply the merge to your CRM.

1. Click the Merge button at the bottom of Step 4.
2. Confirm the merge when prompted.

The image above shows the Merge button at the bottom of the Step 4, Conflicts tab in the Merge Duplicates module using Manual mode.

After the merge completes, a Merge Result popup summarizes the operation's outcome.

The image above shows the Merge Result popup, which displays a summary of the completed merge operation.