{"id":1558,"date":"2020-05-06T11:27:19","date_gmt":"2020-05-06T11:27:19","guid":{"rendered":"https:\/\/www.salezshark.com\/blog\/?p=1558"},"modified":"2023-10-10T11:50:26","modified_gmt":"2023-10-10T11:50:26","slug":"duplicate-merge-duplicate-leads","status":"publish","type":"post","link":"https:\/\/www.salezshark.com\/blog\/duplicate-merge-duplicate-leads\/","title":{"rendered":"How to De-Duplicate &#038; Merge Duplicate Leads"},"content":{"rendered":"<p>[et_pb_section fb_built=&#8221;1&#8243; _builder_version=&#8221;4.16&#8243; global_colors_info=&#8221;{}&#8221; theme_builder_area=&#8221;post_content&#8221;][et_pb_row _builder_version=&#8221;4.16&#8243; background_size=&#8221;initial&#8221; background_position=&#8221;top_left&#8221; background_repeat=&#8221;repeat&#8221; global_colors_info=&#8221;{}&#8221; theme_builder_area=&#8221;post_content&#8221;][et_pb_column type=&#8221;4_4&#8243; _builder_version=&#8221;4.16&#8243; custom_padding=&#8221;|||&#8221; global_colors_info=&#8221;{}&#8221; custom_padding__hover=&#8221;|||&#8221; theme_builder_area=&#8221;post_content&#8221;][et_pb_text _builder_version=&#8221;4.21.0&#8243; background_size=&#8221;initial&#8221; background_position=&#8221;top_left&#8221; background_repeat=&#8221;repeat&#8221; hover_enabled=&#8221;0&#8243; global_colors_info=&#8221;{}&#8221; theme_builder_area=&#8221;post_content&#8221; sticky_enabled=&#8221;0&#8243;]<\/p>\n<p>If you have used any CRM software, you can certainly relate to the challenges of detecting duplicate leads and merging them.\u00a0 Duplicate leads can creep into your data when you or others enter leads manually or import leads in bulk. Obviously, it is a best practice to search history before creating leads, still, duplication of leads happen. It is a challenging task to keep your database free from duplicates when you are dealing with a massive volume of data. The chances of duplicate entries are inevitable as the avenues to create records in CRM increase. In such scenarios, you need to give your sales team a tool enabling them to de-duplicate leads and merge duplicate leads. SalezShark understands this and introduced a \u201cMerge Duplicate Leads\u201d tool built in to help you de-duplicate and merge duplicate leads.<br \/><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-1585 size-full\" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/Find-merge-duplicate-leads_v1.png\" alt=\"\" width=\"1018\" height=\"572\" \/><br \/>\u201cMerge Duplicate Leads\u201d tool allows users to merge leads which are found duplicate basis certain criteria set by the user, for identifying duplicate records. There are six fields on which users can specify the criteria to identify duplicates. Once the duplicates are been found, Users can merge them all manually, to generate a single lead. Let\u2019s have a look at how these features work in a \u201cMerge Duplicate Leads\u201d tool.<\/p>\n<ul>\n<li>The Administrator or a user with the \u201cMerge Duplicate\u201d permission will be able to use this tool.<\/li>\n<li>Once the Permission \u201cMerge Duplicate\u201d is given to user from Profile, they will be able to access the Duplicate leads function, under the Actions button, in their <a href=\"https:\/\/www.salezshark.com\/blog\/sales\/my-operator-capturing-all-inbound-leads-into-salezshark\">lead module<\/a>.<\/li>\n<li>Users will have the option of selecting a maximum of 3 parameters out of six fields, to find duplicates.<\/li>\n<li>Users can merge a maximum of three duplicate records at a time.<\/li>\n<li>Merge Duplicate method will work on \u201cAnd Operator\u201d for setting the criteria for identifying duplicate Leads.<\/li>\n<li>If there are more than three duplicate records, Users will be prompted to choose any three records to merge from the list of all duplicates.<\/li>\n<li>The first chosen record will be considered as the Master record.<\/li>\n<li>Users will have an option to select each field value from 3 records to generate a master record.<\/li>\n<li>The record(s) merged to the master record will be deleted permanently.<\/li>\n<li>All related entities like documents, activities, and read-only field values will be transferred to the master record.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Lets_look_at_how_we_can_use_the_Merge_Duplicate_Tool\"><\/span>Let&#8217;s look at how we can use the Merge Duplicate Tool<span class=\"ez-toc-section-end\"><\/span><\/h2><div id=\"ez-toc-container\" class=\"ez-toc-v2_0_73 ez-toc-wrap-center counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #000000;color:#000000\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #000000;color:#000000\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.salezshark.com\/blog\/duplicate-merge-duplicate-leads\/#Lets_look_at_how_we_can_use_the_Merge_Duplicate_Tool\" title=\"Let&#8217;s look at how we can use the Merge Duplicate Tool\">Let&#8217;s look at how we can use the Merge Duplicate Tool<\/a><\/li><\/ul><\/nav><\/div>\n\n<p>1. Click on the Lead Module. In the Lead Module page, click on the Action button. This will show the Duplicate Lead Tool option.<br \/><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-1562 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/1-1.jpg\" alt=\"Merge Duplicate Leads\" width=\"698\" height=\"295\" \/><br \/>2. After clicking Duplicate Lead Tool, A pop up will open, Select the fields by which you would like to search the duplicate record<br \/><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-1563 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/2.jpg\" alt=\"Merge Duplicate Leads\" width=\"675\" height=\"637\" \/><br \/><strong><em>Note:<\/em><\/strong> You can select up to three fields. CRM will search for duplicates based on these fields. For example, if you select Email, Company Name, and Phone CRM will look for records in which the Email ID, Company Name, and Phone fields are the same. Note that fields that you have marked as unique appear here. If you have not marked unique fields, CRM will display a standard set of unique fields for the module<br \/>3. Click Find Duplicate Leads A popup window will open informing you of the Duplicate lead function is running<br \/><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-1564 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/3.jpg\" alt=\"\" width=\"704\" height=\"611\" \/><br \/><strong><em>Note:<\/em><\/strong> If the No duplicates record found by CRM. CRM will Show a pop. In that case, no further action is required from the user. If a user wishes to Check Again he\/she can Check Again.<br \/><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-1565 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/4.jpg\" alt=\"\" width=\"677\" height=\"340\" \/><br \/>4. Once the duplicate Leads Function completes it will show the result. Example: 7 leads with the name of David Warner have a common Email ID, Company Name and Phone.<br \/><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-1567 size-full\" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/5-1.jpg\" alt=\"\" width=\"561\" height=\"328\" \/><br \/>5. In the Matching Records section, select at least two records to be merged.<br \/><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-1568 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/6.jpg\" alt=\"\" width=\"867\" height=\"677\" \/><br \/><strong><em>Note:<\/em><\/strong> If there are more than three duplicates, you will be prompted to choose any three to merge from the list of all duplicates. You can merge a maximum of three records at a time.<br \/>6. Click on the radio buttons near the corresponding fields of other records to instruct CRM on which field values should be considered &#8220;final&#8221; in order to merge duplicates. The values thus selected appear under the MASTER RECORD column.<br \/><strong><em>Note:<\/em><\/strong> Once you have specified the master record, all the related lists of child records are moved to the master record.<br \/><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-1569 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/7.jpg\" alt=\"\" width=\"681\" height=\"376\" \/><br \/>7. Click on the Merge. A pop will Open informing the user that lead Is Successfully Merged<br \/><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-1570 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/8.jpg\" alt=\"\" width=\"388\" height=\"270\" \/><br \/><strong><em>Note:<\/em><\/strong> The record(s) merged to the master record will be deleted permanently and the action cannot be reverted. All the attachments and activities will also be transferred to the master record.<br \/><a href=\"http:\/\/www.salezshark.com\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-1177 size-full\" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2019\/09\/Blog-post-banner.jpg\" alt=\"\" width=\"1200\" height=\"300\" \/><\/a><\/p>\n<p>[\/et_pb_text][\/et_pb_column][\/et_pb_row][\/et_pb_section]<\/p>\n","protected":false},"excerpt":{"rendered":"<p>If you have used any CRM software, you can certainly relate to the challenges of detecting duplicate leads and merging them.\u00a0 Duplicate leads can creep into your data when you or others enter leads manually or import leads in bulk. Obviously, it is a best practice to search history before creating leads, still, duplication of [&hellip;]<\/p>\n","protected":false},"author":4,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"on","_et_pb_old_content":"<h5>If you have used any CRM software, you can certainly relate to the challenges of detecting duplicate leads and merging them.\u00a0 Duplicate leads can creep into your data when you or others enter leads manually or import leads in bulk. Obviously, it is a best practice to search history before creating leads, still, duplication of leads happen. It is a challenging task to keep your database free from duplicates when you are dealing with a massive volume of data. The chances of duplicate entries are inevitable as the avenues to create records in CRM increase. In such scenarios, you need to give your sales team a tool enabling them to de-duplicate leads and merge duplicate leads. SalezShark understands this and introduced a \u201cMerge Duplicate Leads\u201d tool built in to help you de-duplicate and merge duplicate leads.<\/h5>\n<img class=\"aligncenter wp-image-1585 size-full\" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/Find-merge-duplicate-leads_v1.png\" alt=\"\" width=\"1018\" height=\"572\" \/>\n<h5>\u201cMerge Duplicate Leads\u201d tool allows users to merge leads which are found duplicate basis certain criteria set by the user, for identifying duplicate records. There are six fields on which users can specify the criteria to identify duplicates. Once the duplicates are been found, Users can merge them all manually, to generate a single lead. Let\u2019s have a look at how these features work in a \u201cMerge Duplicate Leads\u201d tool.<\/h5>\n<ul>\n \t<li>\n<h5>The Administrator or a user with the \u201cMerge Duplicate\u201d permission will be able to use this tool.<\/h5>\n<\/li>\n \t<li>\n<h5>Once the Permission \u201cMerge Duplicate\u201d is given to user from Profile, they will be able to access the Duplicate leads function, under the Actions button, in their <a href=\"https:\/\/www.salezshark.com\/blog\/sales\/my-operator-capturing-all-inbound-leads-into-salezshark\">lead module<\/a>.<\/h5>\n<\/li>\n \t<li>\n<h5>Users will have the option of selecting a maximum of 3 parameters out of six fields, to find duplicates.<\/h5>\n<\/li>\n \t<li>\n<h5>Users can merge a maximum of three duplicate records at a time.<\/h5>\n<\/li>\n \t<li>\n<h5>Merge Duplicate method will work on \u201cAnd Operator\u201d for setting the criteria for identifying duplicate Leads.<\/h5>\n<\/li>\n \t<li>\n<h5>If there are more than three duplicate records, Users will be prompted to choose any three records to merge from the list of all duplicates.<\/h5>\n<\/li>\n \t<li>\n<h5>The first chosen record will be considered as the Master record.<\/h5>\n<\/li>\n \t<li>\n<h5>Users will have an option to select each field value from 3 records to generate a master record.<\/h5>\n<\/li>\n \t<li>\n<h5>The record(s) merged to the master record will be deleted permanently.<\/h5>\n<\/li>\n \t<li>\n<h5>All related entities like documents, activities, and read-only field values will be transferred to the master record.<\/h5>\n<\/li>\n<\/ul>\n<h3><strong>Let's look at how we can use the Merge Duplicate Tool<\/strong><\/h3>\n<h5><strong>1.<\/strong> Click on the Lead Module. In the Lead Module page, click on the Action button. This will show the Duplicate Lead Tool option.<\/h5>\n<img class=\"aligncenter wp-image-1562 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/1-1.jpg\" alt=\"Merge Duplicate Leads\" width=\"698\" height=\"295\" \/>\n<h5><strong>2.<\/strong> After clicking Duplicate Lead Tool, A pop up will open, Select the fields by which you would like to search the duplicate record<\/h5>\n<h5><img class=\"aligncenter wp-image-1563 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/2.jpg\" alt=\"Merge Duplicate Leads\" width=\"675\" height=\"637\" \/><\/h5>\n<h5><strong><em>Note: You can select up to three fields. CRM will search for duplicates based on these fields. For example, if you select Email, Company Name, and Phone CRM will look for records in which the Email ID, Company Name, and Phone fields are the same. Note that fields that you have marked as unique appear here. If you have not marked unique fields, CRM will display a standard set of unique fields for the module<\/em><\/strong><\/h5>\n<h5><strong>3.<\/strong> Click Find Duplicate Leads A popup window will open informing you of the Duplicate lead function is running<\/h5>\n<img class=\"aligncenter wp-image-1564 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/3.jpg\" alt=\"\" width=\"704\" height=\"611\" \/>\n<h5><strong><em>Note: If the No duplicates record found by CRM. CRM will Show a pop. In that case, no further action is required from the user. If a user wishes to Check Again he\/she can Check Again.<\/em><\/strong><\/h5>\n<img class=\"aligncenter wp-image-1565 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/4.jpg\" alt=\"\" width=\"677\" height=\"340\" \/>\n<h5><strong>4<\/strong>. Once the duplicate Leads Function completes it will show the result. Example: 7 leads with the name of David Warner have a common Email ID, Company Name and Phone<\/h5>\n<img class=\"aligncenter wp-image-1567 size-full\" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/5-1.jpg\" alt=\"\" width=\"561\" height=\"328\" \/>\n<h5><strong>5<\/strong>. In the Matching Records section, select at least two records to be merged.<\/h5>\n<img class=\"aligncenter wp-image-1568 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/6.jpg\" alt=\"\" width=\"867\" height=\"677\" \/>\n<h5><strong><em>Note: If there are more than three duplicates, you will be prompted to choose any three to merge from the list of all duplicates. You can merge a maximum of three records at a time.<\/em><\/strong><\/h5>\n<h5><strong>6.<\/strong> Click on the radio buttons near the corresponding fields of other records to instruct CRM on which field values should be considered \"final\" in order to merge duplicates. The values thus selected appear under the MASTER RECORD column.<\/h5>\n<h5><strong><em>Note: Once you have specified the master record, all the related lists of child records are moved to the master record.<\/em><\/strong><\/h5>\n<img class=\"aligncenter wp-image-1569 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/7.jpg\" alt=\"\" width=\"681\" height=\"376\" \/>\n<h5><strong>7.<\/strong> Click on the Merge. A pop will Open informing the user that lead Is Successfully Merged<\/h5>\n<img class=\"aligncenter wp-image-1570 \" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2020\/05\/8.jpg\" alt=\"\" width=\"388\" height=\"270\" \/>\n<h5><strong><em>Note: The record(s) merged to the master record will be deleted permanently and the action cannot be reverted. All the attachments and activities will also be transferred to the master record.<\/em><\/strong><\/h5>\n<a href=\"http:\/\/www.salezshark.com\"><img class=\"aligncenter wp-image-1177 size-full\" src=\"https:\/\/www.salezshark.com\/blog\/wp-content\/uploads\/2019\/09\/Blog-post-banner.jpg\" alt=\"\" width=\"1200\" height=\"300\" \/><\/a>","_et_gb_content_width":"","footnotes":""},"categories":[237],"tags":[],"class_list":["post-1558","post","type-post","status-publish","format-standard","hentry","category-crm"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.8.1 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to De-Duplicate &amp; Merge Duplicate Leads - Salezshark Blogs \u2013 Check out our blogs to get the expert views on CRM, Database, Sales and Marketing Automation topics, trends and advices<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.salezshark.com\/blog\/duplicate-merge-duplicate-leads\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to De-Duplicate &amp; Merge Duplicate Leads - Salezshark Blogs \u2013 Check out our blogs to get the expert views on CRM, Database, Sales and Marketing Automation topics, trends and advices\" \/>\n<meta property=\"og:description\" content=\"If you have used any CRM software, you can certainly relate to the challenges of detecting duplicate leads and merging them.\u00a0 Duplicate leads can creep into your data when you or others enter leads manually or import leads in bulk. 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