Identify duplicates between leads and contacts modules | Use Cases - Zoho CRM

Identify duplicates between leads and contacts modules

Edition: Enterprise | Industry: Travel | Feature: Workflow rule and Functions


Scenario
Joshua Baker is a sales manager at an online travel agency that offers customized tour packages. The agency has a webform on its website through which interested people inquire about tour packages. Qualified inquiries (leads) are converted as contacts and a new deal is created. However, during this process, some duplicates are created in the database. For example, Kane Wilson inquired about and purchased a tour package last summer. Now, though he is already a customer in the database, when he makes another inquiry through the webform, his details are again captured as a new lead.  

Requirements
Joshua wants to:
  1. Identify the duplicate entries among customers and new inquiries
  2. Merge the duplicate entries
Solution
The webform captures the new inquiries in the Leads module and the customers (converted leads) in the Contacts module. Joshua creates a checkbox field named "Duplicates" in the Leads module.
 
1. Identifying duplicates between Leads and Contacts modules
The deduplication tool can identify duplicates within a single module, but you can use custom function to do it across multiple modules. So, in this case every time a new lead enters through the webform, a record is created in the Leads module and a custom function checks for duplicates in the Contacts module. In case a duplicate is found, the Duplicate checkbox field is marked.

a. Create a Custom Function to check the duplicate entries.
  1. Go to Setup > Developer Space Functions.
  2. Write the below function in the Deluge Script Editor.

    relcont = zoho.crm.searchRecords("Contacts", "(Email|==|" + email + ")");
    relcontsize = relcont.size();
    if (relcontsize>0)
    {
    update = zoho.crm.updateRecord("Leads", leadid.toString(), {"Duplicate":true});
    }

  3. Click Edit Argument.
  4. Set the arguments to be used in the script. 

  5. Click Save.
 b. Create a workflow rule       

Module
Leads
Rule Name
Duplicate check
When to execute
Record action > Create
Condition
All leads
Actions
Functions > Duplicate 


2. Merging the duplicate records
In the Leads module, create a list view to filter the duplicate entries (Criteria: Duplicate is Selected). During Lead Conversion, you can either merge it with the existing contact or create a new contact. 



    Zoho DataPrep Personalized Demo

    If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

    Zoho CRM Training

      Create, share, and deliver

      beautiful slides from anywhere.

      Get Started Now





              Zoho CRM Training Programs

              Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

              Zoho CRM Training

                Zoho SalesIQ Resources



                    Zoho TeamInbox Resources




                              Zoho DataPrep Resources

                                Zoho DataPrep Demo

                                Get a personalized demo or POC

                                REGISTER NOW


                                  Design. Discuss. Deliver.

                                  Create visually engaging stories with Zoho Show.

                                  Get Started Now











                                                        • Related Articles

                                                        • Converting Leads

                                                          When there is a chance for further negotiations with a lead, it can be converted into an account, contact, and finally a deal. In short, once the lead status has reached a certain stage, it can be qualified as a deal. On conversion, a lead is ...
                                                        • Customizing Modules

                                                          Modules in Zoho CRM, let you categorize and track various aspects of your business such as Sales, Marketing, Customers, Products, Meetings and the like. Modules in Zoho CRM are represented in the form of tabs such as Leads, Contacts, Deals, Tasks ...
                                                        • Standard Modules & Fields

                                                          The standard modules in Zoho CRM: Leads Accounts Contacts Deals Campaigns Forecasts Cases Solutions Products Price Books Quotes Reports Invoices Vendors Purchase Order Sales Orders Tasks Dashboards Documents Calls Meetings The following tables give ...
                                                        • FAQs on Leads

                                                          1. How can I link a lead to a specific campaign? Follow these steps to link a lead to a specific campaign: In the Leads tab, select the record that you want to link to the campaign. In the Lead Details page, click Edit. Select the campaign from ...
                                                        • Can I capture Leads and Contacts directly from my website?

                                                          Yes, you can capture Leads and Contacts directly from your website using web forms. Related Links Managing Web Forms How to use hidden fields in the web form?

                                                        Resources

                                                        Videos

                                                        Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                        eBooks

                                                        Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                        Webinars

                                                        Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                        CRM Tips

                                                        Make the most of Zoho CRM with these useful tips.



                                                          Zoho Show Resources