How Do I Deduplicate Records With HubSpot?

Aug 11, 2022

HubSpot is all about seamless data management. It allows you to manage your valuable records and provide personalized customer service. Duplicate data can be a significant hurdle while using a CRM platform. It creates issues for your team members as well as your customers.

If the same contact or lead is shown repeatedly in the same list or an object, it often becomes difficult for your sales, marketing, or customer service executives to clean the database. If the records have already been imported and the lists are created, they may need to remove the duplicate records manually, requiring them to invest a lot of time and effort into the same.

Considering your customers’ perspective, duplicate records in your database may lead to the same customer receiving the duplicate emails multiple times. They may also be approached and assisted by multiple sales reps for the same deal. 

Duplicate data is the root of many problems. It is essential to ensure that your CRM data is free from duplicate records at any time.

 However, if you are a HubSpot user, you need not worry about making additional efforts to remove duplicate records as the CRM platform does it for you. 

HubSpot automates cleaning your CRM database and removing duplicate records from the same. It considers aspects like email addresses, company domain names, ticket IDs, etc., to deduplicate records in bulk from your database. HubSpot makes it faster and more efficient to eliminate unwanted records from your system and have a well-organized dataset at your disposal. 

If you have the Enterprise or Professional edition of HubSpot, the platform would also allow you to remove duplicate records manually with the help of its Duplicate Management Tool. 

There are four significant ways in which you can automate the process of deduplicating your records with HubSpot:

Deduplicating Records By User Tokens

Whenever a new contact enters your HubSpot database after submitting a lead form, the CRM platform checks its user token. Here, the user token refers to the hubspotutk cookie, a cookie used to track a specific contact’s identity. These user tokens check if the records that just entered your system match any existing records.

If HubSpot detects two form submissions from the same browser and computer, it will merge them into a single record as the user token for both the records would be the same. Here is what would happen if such a case arises:

  • The information received from the first form submission would be overwritten by the information received from the second form as they have the cookie stored in the browser is the same. 
  • If the email address received from the second form does not exist in your HubSpot database, it will overwrite the existing email address belonging to the contact. 
  • If the concerned contact submits a form using a secondary email address stored within your HubSpot database, it will replace the primary email address stored in the CRM platform. 
If you want every form submission to create a separate contact irrespective of the browser it comes from, you can enable “Always Create New Contact For New Email” in the form options. 

Deduplicating Records By Email Addresses

When a new record is added, HubSpot will look for a matching value for the same in its Email property. If a user tries creating contact with an email address already in the database, HubSpot would immediately alert them about the same, not allowing them to create a new contact. 

When a new email address is added through form submission or API, and the contact already exists in the database, the email address will automatically be added to the existing contact record without creating a new contact. If a contact submits a form using their secondary email address, this email address will overwrite the existing email address of the contact. 

If you add a new email via importing records and contact with the same email address already exists within the system, the new information would automatically be added to the existing record. If the Unique Identifier used while importing a contact is its secondary email and uses both the secondary email and the Report ID as columns in your record file, the primary email would be replaced by the secondary email after being imported.

Moreover, if you choose not to include the Email property while making an import, every row of your import file will create a new record after being imported. 

If HubSpot detects multiple records with the same email address as the contact you are importing, it will show you an import error, and the concerned import will not be completed. 

Deduplicating Records By Company Domain Names

One of the most critical areas where you need to be careful while importing or adding records is the names of companies you work with.

Duplication issues here may affect your business in a considerable manner. When you add a new company to your database, HubSpot checks the company domain name for deduplicating the records. 

If a user manually creates a record with a company domain name already in the database, they would be alerted about the same, and the record will not be created. If a record is imported to the database and the company domain name already exists, the new information will be added to the concerned company’s record. 

If you choose not to include the Company Domain Name property while importing records, every row of the imported file would be added as a new company record in your CRM database. If HubSpot detects multiple records with the same domain name as the company you are adding, you would immediately receive an import error, and the import will not be completed. 

Deduplicating Records By Record IDs

In HubSpot, importing any contact, deal, ticket, product, or custom object to your database involves using a Record ID that is unique to every record. This ID can be used for deduplicating records while importing them and searching for specific records after they are imported. 

To obtain Record IDs, you can export your HubSpot records or view the value of a specific object to get its ID. As you import your records to HubSpot, include a column for Record ID property. If you add this column to your file, all the rows without a Record ID value would automatically create new records. 

However, it is essential to note that if you use Record IDs only for deduplication purposes, look for existing records in your database before you import an external file. This would help you clean your database without facing any complications after making the import.

The Final Word

These were some of the significant ways HubSpot automates the process of deduplicating records within your database. By implementing HubSpot within your organization, you can relieve your team members from going through the toil and the trouble of looking for duplicate records and removing them manually to clean your database.

Featured Resources

Check Our Latest Resources

A man and a woman are sitting at a table with a laptop and sticky notes.

Crafting an Effective CRM Strategy for Business Growth

26 Mar, 2024
Understanding the Essence of a CRM Strategy A CRM strategy defines goals and objectives aimed at enhancing customer relationships, streamlining processes, and driving revenue growth. It serves as a roadmap that guides your organization in managing interactions with current and potential customers effectively. Let's explore how you can develop a successful CRM strategy. Identifying Your Target Audience One of the first steps in crafting an impactful CRM strategy is identifying your target audience. Who are your ideal customers? What are their needs and preferences? By gaining a deep understanding of your audience, you can tailor your approach to meet their specific requirements. Data Collection and Analysis Data is the lifeblood of any CRM strategy. Implementing robust data collection and analysis tools allows you to gather valuable insights about your customers. You can track their behavior, preferences, and purchase history, enabling you to create personalized experiences and recommendations. Setting Clear Objectives To outrank competitors and excel in your industry, it's crucial to establish clear and measurable objectives. Your CRM strategy should align with your business goals, whether it's increasing sales, improving customer retention, or enhancing brand loyalty. Choosing the Right CRM Software Selecting the appropriate CRM software is pivotal to the success of your strategy. The software should align with your business needs, offering features such as lead management, contact tracking, and analytics. At Proven ROI, we can assist you in choosing the right CRM solution for your organization. Implementing Your CRM Strategy Now that we've outlined the fundamental aspects of creating a CRM strategy, let's delve into the implementation phase. Customization and Integration Every business is unique, and your CRM strategy should reflect that. We can help you customize and integrate CRM software to align with your specific business processes, ensuring seamless operations. Training and Adoption Ensuring that your team is well-versed in using the CRM system is essential. We offer comprehensive training programs to maximize user adoption, ensuring that your strategy delivers the desired results. Continuous Monitoring and Optimization A successful CRM strategy is an evolving one. We provide ongoing support and monitoring services to identify areas for improvement and optimize your CRM strategy for continued growth. The Benefits of a Robust CRM Strategy Implementing a well-crafted CRM strategy can yield numerous benefits for your business: Improved Customer Engagement: Personalized interactions lead to higher customer engagement and satisfaction. Enhanced Sales Performance: Streamlined processes and data-driven insights result in increased sales. Better Decision-Making: Access to real-time data empowers your organization to make informed decisions. Competitive Edge: Outranking competitors becomes achievable with a powerful CRM strategy. FAQ for Crafting an Effective CRM Strategy for Business Growth 1. What is a CRM strategy, and why is it important for business growth? A CRM strategy stands for Customer Relationship Management strategy. It is essential for business growth as it defines goals and objectives aimed at enhancing customer relationships, streamlining processes, and driving revenue growth. It serves as a roadmap to guide your organization in managing interactions with current and potential customers effectively. 2. How do I identify my target audience for a CRM strategy? Identifying your target audience is a crucial step in crafting an impactful CRM strategy. You can start by asking questions like: Who are your ideal customers? What are their needs and preferences? By gaining a deep understanding of your audience, you can tailor your approach to meet their specific requirements. 3. Why is data collection and analysis important for a CRM strategy? Data collection and analysis are vital because they provide valuable insights about your customers. You can track their behavior, preferences, and purchase history, enabling you to create personalized experiences and recommendations, which are key to the success of your CRM strategy. 4. What are the key objectives I should set for my CRM strategy? To excel in your industry, it's crucial to establish clear and measurable objectives that align with your business goals. These objectives can include increasing sales, improving customer retention, enhancing brand loyalty, and more. 5. How do I choose the right CRM software for my business? Choosing the right CRM software is pivotal to the success of your strategy. The software should align with your business needs and offer features such as lead management, contact tracking, and analytics. Proven ROI can assist you in selecting the right CRM solution for your organization. 6. What is involved in implementing a CRM strategy? The implementation phase of a CRM strategy includes customization and integration of CRM software to align with your specific business processes, comprehensive training programs to ensure your team can use the CRM system effectively, and continuous monitoring and optimization to identify areas for improvement. 7. What are the benefits of a robust CRM strategy? Implementing a well-crafted CRM strategy can yield several benefits for your business, including improved customer engagement, enhanced sales performance, better decision-making through access to real-time data, and a competitive edge in your industry. 8. How can Proven ROI assist in developing a CRM strategy? Proven ROI specializes in developing tailored CRM strategies that can propel your organization to new heights. We can help you formulate and implement a winning CRM strategy for your business, including selecting the right CRM software and providing ongoing support and monitoring services. 9. How can I get in touch with Proven ROI to discuss my CRM strategy needs? You can contact us today to discuss how we can help you formulate and implement a winning CRM strategy for your business. 10. Is a CRM strategy suitable for businesses of all sizes? Yes, a CRM strategy can benefit businesses of all sizes. Whether you're a small startup or a large enterprise, tailoring your CRM strategy to your specific needs and goals is key to its success in driving growth and success. Conclusion In conclusion, a carefully crafted CRM strategy is indispensable for modern businesses seeking growth and success. At [Proven ROI, we specialize in developing tailored CRM strategies that can propel your organization to new heights. Contact us today to embark on a journey toward increased customer satisfaction, higher sales, and a significant competitive advantage in your industry. Contact us now to discuss how we can help you formulate and implement a winning CRM strategy for your business. With our expert guidance and tailor-made CRM solutions, your business can gain a competitive edge and out perform competitors in the digital landscape. Don't wait; reach out to us today to embark on a journey toward business growth and success.
Scrabble tiles on a wooden table that spell out audit seo and audit

DA, PA, TB, QB, PQ, MT, SS, MR, and OS in SEO Keyword Research

17 Jan, 2024
In today's digital age, understanding the intricacies of SEO (Search Engine Optimization) is crucial for anyone aiming to make their mark online. Among the many aspects of SEO, keywords play a pivotal role in determining a website's success in search engine rankings. In this comprehensive article, we will delve into the world of SEO Keyword Research, focusing on DA, PA, TB, QB, PQ, MT, SS, MR, and OS. These acronyms may seem like a jumble of letters, but they hold the key to unlocking your website's potential in the online realm.
A large blue and yellow building that says ikea home furnishings

Unlocking IKEA's Success with Data and AI Proven ROI

15 Jan, 2024
In the world of retail, IKEA has consistently stood out as an industry leader, revolutionizing the way people furnish their homes. Beyond its stylish furniture and affordable prices, IKEA's leap forward with data and artificial intelligence (AI) has played a pivotal role in maintaining its dominance in the market. In this article, we explore how IKEA has harnessed the power of data and AI to stay ahead of the competition and deliver an unparalleled shopping experience to its customers.
Share by: