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Analyze and Merge Duplicates Manually for Full Deduplication Control

You have duplicate records for contacts, companies, or deals in your CRM. But you need to use a controlled, careful process to merge these records, so bulk merging isn't an option.

Use the Insycle Merge Duplicates module to surface duplicates, analyze the records to determine which have the relevant data, and merge them manually, with full control. 

Process Summary

  1. Identify duplicates.
  2. Review and analyze the identified duplicates.
  3. Choose manual operation. 
  4. Select the duplicate group and records within that group.
  5. Set master record selection and rules determining what data is retained.
  6. Preview the changes.
  7. Merge duplicate records.

Step-by-Step Instructions

Step 1: Find Duplicates

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 does exactly what you need. You can also use an existing template as a starting point and adjust it to your requirements.

Deduplication Templates

To find duplicates, you need to define how to match records.

For example, to find duplicate contacts, 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.

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Picking Fields and Rules
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 duplicates with similar data in the chosen field, including 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 the Find button, Insycle will identify duplicate records based on the matching filter.

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

Step 2: Review Duplicates

Review the identified duplicate groups that appear in the table. A duplicate group is when two or more records represent the same entity (person, company, or other). For example, if you had four records for the same person, it would count as one duplicate group with four records.

In this view, each row represents a duplicate group. When you click a row, it expands and shows the records that belong to that group.

Double-check to make sure that your filter is producing accurate results. You want to avoid merging records that are non-duplicates.

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Explore the identified duplicate groups, adding more columns to the view using the gear button on the right to get more context and analyze the records.

Step 3: Choose Manual Mode and Select the Duplicate Groups and Records to Merge

Select Manual mode to have complete control over which records are merged.

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When you select Manual, an additional set of checkboxes will appear in Step 2 beside the individual records in each duplicate group.

When selecting records to merge one by one, you choose which records will be merged and which will not. Under Step 2, select the duplicate group you'd like to merge, along with individual records within the group. 

In the next step, you'll 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 representing the same person, they would make up one duplicate group with four records, all of which would be merged into one master record.

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Step 4: Select the Master Record

The master is the record that will remain after the duplicates are merged. If there are three records identified as duplicates and merged, the other two will not exist anymore. 

In Manual mode, you need to select the master record that other records will be merged into on a case-by-case basis.

Under Step 4, designate one master record that the other records will be merged into.

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Once you select a record, your CRMs default merging logic will apply, 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 Specific Values to Merge into the Master

Now, with our Filter and Master Record selection in place, you can choose individual fields from records selected in your duplicate group under Step 2. This is an optional step. If you don’t pick override values, the default merging logic will apply and data from your master record will be retained.

The Conflicts tab shows only the fields that have discrepancies in the values, each column for a record and each row for a field. Change the Rows per page to show more of the fields on one page of the table. 

On a field-by-field basis, you can select which values to keep and have merged into the master. For example, you could choose Contact Owner from one and Phone Number from another. 

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Use the search to filter for specific field names. To see or search all fields, click the Full tab. All of your CRM fields are available here. 

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Apply Merge to the CRM

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

There is no preview, this change is applied directly to the CRM.

Troubleshooting
For a complete guide to troubleshooting issues with Insycle, please refer to our article on Troubleshooting Issues

There are some common pitfalls with manually merging data.

Duplicates not showing up?

First, make sure that you have clicked the Find button in Step 1.

Second, check to ensure that your duplicate matching settings and filter is accurate, and not too specific. For instance, if you are using the "is" operator in your filter, you might consider using "contains" or "starts with" to identify other records with slight differences.

The duplicate matching settings and the filter are the two primary tools for identifying duplicates and limiting your search to specific records. If Insycle is not finding duplicates that you know exist, examine these.

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If you don't see data in the relevant field in Insycle, but the field contains data in your CRM, it is likely a field syncing issue. In this case, contact support through live chat to trigger a manual sync for the field.

When To Use Manual Merging

Manual merge is great when you have a handful of duplicates to address, or just want to explore a few duplicates to understand what you have.

In most cases, large datasets are a better candidate for bulk deduplication

But, if there are a lot of duplicates found and the relevant records do not have anything in common to filter by, or there are too many of them to include or exclude by ID, you can manually exclude records and define masters in a CSV file. Learn how to Customize Bulk Deduplication Using Exclusions and Pre-defined Masters.

 

Frequently Asked Questions

Can I merge specific duplicates within a duplicate group?

Yes. You can select individual records within a duplicate group for manual merging. First, select the duplicate group. Then, select the records that you would like to merge. 

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To help you determine which records are the right ones to merge, you can alter the fields that show up in this preview by clicking on the gear button to alter the layout. 

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Can I view different fields to analyze my duplicates?

To help you analyze and determine which records are the right ones to merge, you can alter the fields that show up in this preview by clicking on the gear button to alter the layout. 

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Additional Resources

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