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Duplicate data poses serious problems for companies of any size.

While bulk merging is often appropriate for most records, there may be situations where a more focused, manual approach is required. 

Insycle helps you to merge duplicate contacts, companies, and deals—flexibly and powerfully, on a manual basis. 

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 manually. 

Once Insycle identifies the duplicate records, you can choose the correct master record for each duplicate group on a group-by-group basis, as well as how data is retained on a field-by-field level.  

Quick Summary

Insycle guides you through the process of deduplication in five easy steps.

  • Step 1: Use a filter to identify duplicates, such as contacts with matching names and companies.
  • Step 2: Choose manual operation. 
  • Step 3: Review those duplicates and select the duplicate group and records within that group that you would like to merge. 
  • Step 4: Choose Your Master Record 
  • Step 5: Choose Individual Fields to Retain in the Master
  • Step 6: Merge Your Duplicates

Step 1: Find Duplicates

First, navigate to the Merge Duplicates module. From the top of the screen, choose whether you will be deduplicating contacts, companies, deals, or custom objects.

For a quick start, explore the default templates. There might be a template that already does exactly what you need. You can also use an existing template as a starting point and adjust it to your requirements.

Deduplication Templates

In order to find duplicates, you need to define how to match records.

For example, to find duplicate people you might match using First Name, Last Name, and Email Domain fields. In that example, people with the same first name AND last name AND email domain will show as possible duplicates.

Insycle gives you deep control over how to match the values of those fields:

 Exact Match vs. Similar Match

  • Exact Match looks for records that match exactly, with no differences from one record to the next. This is great for identifying surface-level duplicates while remaining highly accurate.
  • Similar Match analyzes data and identifies customer records that are similar, but not exact matches. It works by analyzing the “closeness” of two different data points.

Closeness is determined by measuring the number of changes necessary to make the two data points match.

  • insertion: bar → barn
  • deletion: barnbar
  • substitution: barnbark

Ignored

Ignored allows you to pick parts of the value to ignore. For example, ignore symbols and whitespace when comparing phone numbers, or ignore HTTP, www, subdomain, or top-level domain (.com vs co.uk) when comparing websites or email domains. This is great for catching more advanced duplicates.

Match Parts

Match Parts allows you to compare specific portions of a particular field. For instance, you can pick whether to compare the entire value, any two words, just the first five letters, or a certain number of final characters, etc. This is great for specific use cases.

Adding Match Fields

You can add fields by clicking the "+" button, or remove fields by clicking the X button. When you click Find, Insycle will identify duplicate records based on the matching filter.

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When finished, click the Find button and Insycle will generate a list of duplicates for you to review below your filter. 

Review duplicates

Step 2: Choose Manual Operation

Since the Merge Duplicates module is designed primarily for bulk merging, manual merging requires that we work a bit out of order, compared to the steps on the page. 

Skip to Step 3 in the module, and select Manual Mode. 

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Step 3: Select Duplicate Groups & Records to Merge

Go to Step 2 in the module. 

Here, you select the duplicate group you'd like to merge, along with individual records within the group. 

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The goal is to designate one master record from each Duplicate Group, and merge the remaining records in that group into it. For example, if you had four records that represent the same person, they would make up one Duplicate Group with four records, all of which would be merged into one master record.

Step 4: Master Selection

When merging in Manual Mode, you can also select the master record that other records will be merged into on a case-by-case basis.

Simply click the bubble selection for the master record that you would like to choose. 

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Once you select a record, your CRMs default merging logic will be followed in the merging process, and data from your chosen record will be retained. 
If you'd like more control over the data retained in the master record, that is done in the next step.

Step 5: Choose Fields to Retain In Master

Now, with our Filter and Master Record selection in place, you can choose individual fields from records in your duplicate group. 

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All of your CRM fields are available here. To find a specific field, type the field name into your search bar. Any field that includes the phrase that you type in here will show in the Record Viewer below.

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When you have all critical fields chosen, click the Merge button to merge your selected duplicates.

Customizations

For situations where you need more granular customization for picking duplicate records to include—or exclude—from the deduplication process, you can customize bulk deduplication using exclusions and pre-defined masters. Additionally, you can use this process when there are no common rules you can apply to choose the master record.

Separately, it is also possible to customize the merge logic behavior. For example, you can 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.

Audit Trail and History

The Activity Tracker lets you review all changes made through Insycle. At any time you can download a CSV report of the operation and records affected.

Additional Resources

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Additional Resources