Duplicates check and merging in CRM

Purpose

1.1. Eliminate duplicate client and lead records in CRM to ensure data consistency, prevent errors, reduce manual reconciliation, optimize sales and marketing efforts, and maintain accurate records for reporting and regulatory needs in the property appraisal industry.
1.2. Unify fragmented records into single profiles, consolidate activity history, notes, and communications, and automate deduplication as leads and clients are added or updated.

Trigger Conditions

2.1. New lead or client added to CRM via web form, API, or manual entry.
2.2. Periodic scheduled scan (e.g., nightly or weekly) for duplicate identification.
2.3. On updating key fields such as name, email, or phone number that may cause duplicates.
2.4. Importing external lead or client lists.

Platform Variants

3.1. Salesforce
• Function: "Find and merge duplicates" (CRM Data Deduplication Tool).
• API: Duplicate Management Rules and REST API for Record Merge.
• Sample: Configure Duplicate Rules for Lead and Account.

3.2. HubSpot
• Feature: "Contact Property Matching & Merge".
• API: `/contacts/v1/contact/merge` endpoint.
• Sample: Use workflow to auto-merge contacts with matching emails.

3.3. Zoho CRM
• Feature: "Deduplicate Contacts/Leads".
• API: `duplicateRecords` and "MergeRecords".
• Sample: Run scheduled deduplication via API for leads.

3.4. Microsoft Dynamics 365
• Function: "Duplicate Detection Rules".
• API: "DetectDuplicates" and "Merge" functions.
• Sample: Set detection for accounts and automatically suggest merges.

3.5. Pipedrive
• Feature: Bulk Merge Contacts.
• API: `/persons/merge` endpoint.
• Sample: Automate weekly merge runs with API.

3.6. Copper CRM
• Feature: Duplicate Detection with Merge.
• API: "mergePeople" endpoint.
• Sample: Schedule deduplication on People records.

3.7. Insightly
• Feature: Duplicate Check & Merge Tools.
• API: `POST /contacts/merge`.
• Sample: Trigger deduplication after CSV import.

3.8. Freshsales
• Feature: Auto-Merge Contacts.
• API: "Merge Contact" API endpoint.
• Sample: Merge on matching email or phone.

3.9. Nimble
• Feature: Merge Duplicates Option.
• API: `/contacts/merge` endpoint.
• Sample: Enable in contact settings, run nightly.

3.10. Vtiger
• Feature: Duplicate Checker.
• API: "duplicates" module and merge endpoint.
• Sample: Mark and merge auto-detected leads weekly.

3.11. SugarCRM
• Feature: Merge Duplicates Tool.
• API: `/Leads/merge` endpoint.
• Sample: Configure for custom lead fields.

3.12. Nimble
• Feature: Contact Merge & Deduplication Tool.
• API: `/contacts/merge`.
• Sample: Enable smart duplicate detection.

3.13. Close CRM
• Feature: Merge Leads Function.
• API: `/lead/merge`.
• Sample: Merge post-lead import.

3.14. Keap (Infusionsoft)
• Feature: Find Duplicate Contacts Utility.
• API: `/contacts/merge`.
• Sample: Scheduled weekly deduplication.

3.15. Monday Sales CRM
• Feature: Duplicate Detection Automation.
• API: Automation recipe for contact merge.
• Sample: Automated triggers for duplicate merge runs.

3.16. Streak
• Feature: Merge People Feature.
• API: None (via UI or Zapier integration).
• Sample: Configure Zap for periodic people deduplication.

3.17. ActiveCampaign
• Feature: Contact Merge Tool.
• API: `/contacts/merge`.
• Sample: Merge contacts on matching emails.

3.18. Apptivo
• Feature: Find & Merge Duplicates.
• API: Contacts module `merge` endpoint.
• Sample: Quarterly merge scan.

3.19. Redtail CRM
• Feature: Merge Contacts.
• API: CRM merge function.
• Sample: Automated suggestions to merge matches.

3.20. Highrise
• Feature: Merge Duplicates Button.
• API: `/contacts/merge`.
• Sample: Trigger after import or new entry.

Benefits

4.1. Reduced manual data cleanup, freeing teams to focus on higher-value tasks.
4.2. Accurate, consistent client data for reliable communications and analytics.
4.3. Enhanced customer experience with unified engagement history.
4.4. Lower operational risk by preventing missed follow-ups or duplicate outreach.
4.5. Easier compliance with data privacy and handling regulations.
4.6. Improved marketing and sales targeting with a single customer view.