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Hello everyone,  
We are back with a great tip for this week, yet again, on how you can maintain a clean CRM database. While it's a good thing to drive all your focus on putting Zoho CRM to its best use, it is equally important to maintain a clean, clutter-free system.  Following our previous tip "Maintain a style sheet for a clean CRM database" here's another tip on how you can avoid duplicate records in your CRM database.

Tip #7: Create Unique Fields to avoid duplicate records 
With multiple lead sources and multiple people handling your CRM system, the chances of adding duplicate records get higher. And as your CRM database grows, it is almost impossible to look for duplicate records manually, every now and then. Don't worry, we've got you covered! 

Zoho CRM helps you avoid the creation of duplicate records in the first place. How? 

Mark a field as unique. 
A unique field is a field in a record whose value makes the record unique. For example, the email address field could be marked as a unique field because, clearly, no two people can have the same email address.

Similarly you could include Passport Numbers, Social Security Numbers, and the like as custom fields for leads and contacts and mark them as unique fields. This way, Zoho CRM will not allow the creation of a duplicate lead or contact that holds the same unique field value that's already existing. 

Unique fields play vital role in managing duplicate records from various sources like manual creation of records, records created via import, APIs, integration, web forms, etc,. To know more about unique fields, click here

So what will be your unique field? Do try this tip and let us know what you think by commenting below.
 

7 users find this useful.
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  • Zoho MVP
  • 7 years ago

Thats great. Thanks!

Is there going to be a way in the future to avoid duplication of Deal Name?

Hi,

Is it possible to avoid duplication of an account based on a custom field?
For instance any field with the DUNS number or SIREN number (national identification number for french companies)

  • 5 years ago

Hi Mickaël,

Yes it is possible. You can add a custom number field and check the "Do not allow duplicate field option". 


When the same number is entered, the record will not be added or value won't be updated for existing record.


I hope this helps, Do let us know if you have any more questions.

Regards,
Anumita Gupta

Hi Aishwarya,

I ddiging out this topic regarding the cross-module deduplication.

Business case :
* I have a contact in zoho CRM.
* All the deduplication rules you describe are in place for the field "email" in Leads and contact module
* This contact fills up a Zoho form that is integrated with Zoho CRM > Leads
* The CRM creates a new lead while we already have the same record in Contacts.

=> How to prevent the last step ?

Many thanks

David

  • 4 years ago

Hey David,

For now, we have the option to check for duplicates across the Leads and the Converted Leads (i.e) Contacts. However, if the Contact was directly created in the CRM then the system will not check for duplicates against those records.

We have received similar feedback and have forwarded the same to our team. We will be sure to revisit this when we have more requests and news to share.

Stay updated here.

Thanks.

If I understood this correctly, I have the same request.
If we receive a Web form inquiry is converted to a contact and deduplication rules are in place as David describes and I later enter a CRM lead, I'd like to be notified its a duplicate.

Hi Tony,

Exactly, you have the same request. As mentioned by Ishwarya if we have any new updates on this request we will keep you posted.

Keep the feedback coming!

Sunderjan, thanks for confirming.

hello ya, this is a good option click on the do not allow duplicate value. instead of this, we can also design a custom module if you have Enterprise edition and upper edition. then lead will be not created in your specific module, it will be created in a custom module. then you can find that how much duplicated lead was created in a day, in a month, or in a year.

Hey! What happens if I modify the duplicates value option after having multiple duplicates? Is the system going to update it automatically? (I already selected the value option but I still see the duplicates not being merged) Am I suppose to merge them manually?

  • 1 year ago

Hello
,

Enabling the 'Do not allow duplicates' option will not merge the existing duplicate records automatically. You have to merge the duplicates using the Find and Merge or Deduplication option. 
Let us know if you have any other questions.

  • 1 year ago

Hello! Is it possible to avoid the duplication of Deal Names?

  • Zoho MVP
  • 1 year ago

Hi,

There's not a native setting to make the deal name a unique field. One option would be to run a custom function when a deal is created to search if other deals have the same name and then prompt the user(s) to modify accordingly. 

If I can clarify anything or help further, please feel free to ask.

  • 1 year ago

Hello,

We do not have the option to avoid duplicates in the Deals module. However, we are working to support deduplication in the Deals module. We will post updates on this here.
Thank you for adding your vote.

  • 7 months ago

Hey,
The option to deduplicate Deals is now available.
Announcement post:
Thanks.

Reply to Aishwarya EKA
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