Duplicate contacts in Mailchimp pose serious problems for companies of any size.
Duplicate records inhibit your marketing team from effectively segmenting and personalizing your communications. Sales teams step on each other's toes and lack vital context in conversations. Support teams miss important information, and analysis and reporting are skewed.
Insycle helps you to merge duplicate leads, contacts, accounts, opportunities, and custom objects—flexibly and powerfully with the Merge Duplicates module.
- Bulk Merge Duplicate People, Companies
- Customize Bulk Deduplication Using Exclusions and Pre-Defined Masters
Sample Use Case: Bulk Merge Duplicate People, Companies
- Step 1: Find Duplicates
- Step 2: Review Duplicates
- Step 3: Choose Operation
- Step 4: Master Selection by Record or Field
- Step 5: Preview Or Update
Supported Mailchimp Record Types
Insycle supports the following Mailchimp record types:
- Audiences (List ID)
How It Works
Insycle analyzes your database and identifies duplicates with flexible matching rules, using any field in your database, to help you identify and merge more duplicates.
Once Insycle identifies the duplicate records, you set rules for determining the master record that other duplicates will be merged into—such as the first record created, the record with the most email opens, or any other attribute that would be relevant. You can also set merging logic on a field-by-field basis.
You can merge duplicates in bulk, and Insycle provides a complete report of what was identified as a duplicate, what was merged, and what the outcome was in your master record.
Mailchimp Merge Logic
Here is what happens when you bulk merge Mailchimp duplicates in Insycle.
In addition to the default merge logic, you have two options for merging logic.
First, you can select your master record at the record level, using rules. For example, "Keep all data from the earliest created record in the duplicate group."
You can also set rules for field-by-field master selection. For example, you could choose to keep your "Lifecycle Stage" from the most recently updated record in the duplicate group, while combining all the "Membership Notes" values into the master record field.
In the event that you do not set field-by-field merge logic for a specific field—when a field value is empty in the master record, Insycle picks a non-empty value from the most recently updated duplicate automatically. When in doubt about conflicting field values, include those fields in the CSV report by adding them to the Master Selection section and their values would show on the audit trail.
Customized Merge Logic
For situations where you need more granular customization for picking duplicate records to include - or exclude - from the deduplication process, or for picking the master record, and there are no common rules you can apply for all or some of the records, you can customize bulk deduplication using exclusions and pre-defined masters.
Separately, it is also possible to customize the merge logic behavior. For example, to instruct Insycle to copy values from field A to field B as part of the merge, or combine multiple fields into one. Customized merge logic requires an Enterprise plan. Please reach out via chat to discuss your specific requirements.
To learn more, see Customize Bulk Deduplication Using Exclusions and Pre-Defined Masters.
Cross-Audience Deduplication in Mailchimp
Deduplicating across audiences can not be handled in Mailchimp.
There are many situations where companies may not want there to be duplicate contacts in multiple audiences to avoid contacting them multiple times or missing valuable context in the communications that you do have.
Insycle allows you to deduplicate across Mailchimp audiences by default.
To learn more, see Cross-Audience Deduplication in Mailchimp.
With your Mailchimp Merge Duplicates module settings running smoothly, you can then save your settings as a template. With a template, all of your settings are saved including field mapping, functions, import modes, etc.
Then, any time that you need to edit similar data and select the template, these settings will be automatically loaded, saving your time.
To create and save a new template, you click the “+” symbol on the right-hand side of the template banner.
After creating the template, you must save the template by clicking the save icon on the far right-hand side of the same menu.
Preview Changes Before They Go Live
With Insycle's Merge Duplicates module, you can preview the changes that you are making to your data before those changes are pushed to your live database. That way, you can check to ensure your deduplication template is working as expected.
You can schedule your Merge Duplicates templates for Mailchimp to run on an automated, set schedule.
To schedule them, click the Review button at the bottom of the module page. Then, you go through a three-step process to run the operation. In the third step, you can choose the "Automate" tab, and schedule your template.
You can also schedule deduplication automation using Recipes, which are a collection of templates run together. You can view all scheduled automations on the “Automations” page on your dashboard.
Frequently Asked Questions
Yes, Insycle does cross-audience deduplication in Mailchimp by default. See the Cross-Audience Deduplication in Mailchimp article to learn more.
When using two or more fields to identify duplicates, records can still be considered matches even if one of the field values is blank. You just need to specify which field(s) allow a blank value.
Under Step 1, configure your matching rules in the Simple tab, then click the Conditions tab.
All the matching fields you included will automatically appear with the Value Required in All Records condition selected. Change the condition to Empty Allowed in Any Record to allow empty values for certain fields. You can also use the At Least One Record with Non-Empty condition to help you determine which is the master record. Make sure at least one field remains required and is a reliable unique identifier to ensure the records are really duplicates.
For example, on the Simple tab, you may have the matching fields: First Name, Last Name, and Phone Number. But on some of your records, the Phone Number field may be empty. Using the Conditions "Empty Allowed in Any Record," or "At Least One Record with Non-Empty," all records with the same name, same phone number, and no phone number will be considered duplicates.
Yes. This can be done, for example, if you want to look at both the Phone Number field values and Mobile Phone Number field values as a single pool of values to compare between records and 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.
Currently, there are two ways to make sure that the records that you are merging are indeed duplicate records.
First, always run your deduplication templates in Preview Mode before running them in Update Mode. This produces a CSV that shows you how your records would have been merged. Then you can ensure that your Merge Duplicates template is working as expected and not merging non-duplicate records together.
Additionally, you can reduce the risk when merging duplicates by narrowing your duplicate matching settings in Step 1. Try the Exact Match Comparison Rule instead of Similar Match. Then make sure that you are using actual uniquely identifying fields—first name, last name, email, and phone number are popular choices. The more tightly defined your filter is, the less likely you are to merge non-duplicate records.
If the Result column of the CSV report displays this error:
Cannot determine master record because multiple records (#) satisfy the master selection rules. In ‘Master Selection’, change/add/reorder the rules such that only one record satisfies them (if cannot determine master based on field values, use ‘ID is lowest’ as the last rule).
This error means that based on the master rules you set, Insycle could not figure out which would be the master.
Check Step 4 to ensure that you have Priority Match selected and not Absolute Match.
With Priority Match, the rules configured in the Records tab of Step 4 are processed in order and your master record only has to match one rule. Using Absolute Match, your master record would have to meet all of the rule criteria. The majority of the time it is best to select Priority Match.
If Priority Match was used, then none of the records meet any of the criteria on the list more than the others. In this case, you'll need to experiment with Step 4, reordering or adding additional rules for fields likely to have unique values.
Yes. You can use a customized list of duplicates and use the Magical Import module to tag duplicates in your CRM, then use the Merge Duplicates module to deduplicate in bulk. Include ID numbers from your CRM in your CSV.
Yes, Insycle allows you to select which field data is retained in the master record using the Fields tab under Step 4. See the Bulk Merge Duplicate People, Companies article for more detail.
Yes. You can exclude records from deduplication by including a "Deduplication Exclude" field in your CSV, as detailed in the Customize Bulk Deduplication Using Exclusions and Pre-Defined Masters article.
Yes, there are several ways to share details and get approval before merging duplicates.
You can manually approve master records and mark them in a CSV, then use Insycle to bulk deduplicate down to those master records. Consult with this Customize Bulk Deduplication Using Exclusions and Pre-Defined Masters article to learn more.
Or, you can run the Merge Duplicates module in Preview Mode, then deliver the preview CSV that Insycle generates. The CSV report that Insycle generates includes your entire merge operation down to individual duplicate groups but does not update your live data. Then your team can approve the merge based on this report, before running Merge Duplicates in Update Mode.
Additionally, team members can review duplicates and manually select the master for each record under Step 4. Review the Manually Merge Duplicates article for more detail.
No. The Similar Match Comparison Rule found in Step 1 looks for values that may be close but with a one-character difference (maybe a typo) and broadens the search. This search behaves like when Google shows results for a slightly different term, or says “Did you mean...” For example, if a Company Name of, “Acme” is found, it could include records with the Company Name values “Akme, acm, Acma,” etc., as a match.
You should be careful when using Similar Match as the looser criteria can incorrectly identify non-duplicates as duplicates.
Review the Understanding Similar Matching best practices for more detail.
Insycle shows 50 records on the module screen as a preview, this isn't the entire list of records. Include All records when you view the Preview CSV report to see everything.
Insycle can process thousands of duplicate groups in one operation. Potentially, you could deduplicate your entire database in one operation.
You can merge up to 100 duplicate records into a single master record.
If you have duplicate groups that contain more than five records, you may want to change the value in Skip duplicate groups with more than 5 records per group under Step 3 to make sure you can get them all.
This is a precaution to ensure that if you use a duplicate matching filter that is too broad in Step 1, you do not accidentally merge many non-duplicate records together. If you are going to set this number at a high level, it is a good idea to run Preview Mode first to make sure your deduplication template is operating as you intend.
All plans include unlimited usage, unlimited users, and unlimited operations. See the pricing page for more details. During the free trial, there is a cap of 500 records updated, cleansed, or merged.
Related Help Articles
- Cross-Audience Deduplication in Mailchimp
- Bulk Merge Duplicate People, Companies
- Manually Merge Duplicates
- 6 Tips To Find and Merge More Duplicates
- Deduplication Best Practices
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