CRM Help

Merging Duplicate Records

Over a period, there may be a chance of accumulating duplicate records. You can search the duplicates and merge them for a better organization of records. There are two features to merge duplicate records.

Find & Merge Duplicate Records

This feature gives you the option to specify criteria to find duplicate records. There are 6 fields in which you can specify the criteria in each module. The Find and Merge feature is available only in the Leads, Accounts, Contacts and Vendors modules and you can merge a maximum of 3 records at a time.

Availability

Profile Permission Required: Users with the Find and Merge [Module] permission in profile.

To merge duplicate records

  1. Click the Leads, Accounts, Contacts or Vendors tab.
  2. In the [Module] Home page, click the required record.
    (Module refers to the tabs.)
  3. In the [Module] Details page, click More Actions > Find & Merge Duplicates.
    Available only in the Leads, Accounts, Contacts and Vendors modules
  4. In the Find and Merge Duplicate for [records]page, do the following:
    • In the Search Criteria section, the matching criteria are displayed.
    • Specify additional criteria if required, and then click Search.
    • In the Matching Records section, select at least two records to be merged.
    • Click Next.

  5. In the Merge [records] page, select the record that you want to maintain as the Master Record.
    The double entries are highlighted. Select the data that is to be retained. You can merge a maximum of 3 records at a time.

  6. Click Merge.

Note

  • The record(s) merged to the master record will be deleted permanently and the action cannot be reverted.
  • The attachments and activities will also be transferred to the master record.

Merge Duplicate Records (Deduplicate Feature)

This feature helps you to find duplicate records in bulk and merge them as one record. With this you have an option to search all duplicate records in a module based on a selected field's value. You can choose any one from the 4 fields that are available based on the selected module. Records with any duplicate in the selected field's value will be listed for you to select and merge, if required.

Availability

Permission Required: Top Role in your Zoho CRM account hierarchy or Administrator profile.

To merge duplicate records

  1. Click the Leads, Accounts, Contacts or Vendors tab.
  2. In the [Module] Home page, under [Module] Tools, click Deduplicate [Module].
    (Module refers to the tabs like Leads, Contacts, etc.)
  3. In the Deduplicate [Module] page, click an option by which you would like to search the duplicate records.

  4. Click Next.
  5. From the list of matching records, select a record that has duplicates based on the criteria specified.

  6. Click Next.
    • In the Search Criteria section, enter additional search criteria, if required.
    • Click Search.
    • Click Match all the following or Match any of the following, as required.
    • Under Matching Records, select at least two records to be merged.
    • Click Next.
  7. In the Merge [Record] page, select the record that you want to maintain as the Master Record.
    The double entries are highlighted. Select the data that is to be retained. You can merge a maximum of 3 records at a time.

  8. Click Merge.

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