1. Find & Merge Duplicate Records
   
2. De-duplicate Records

1. What are Duplicate Records?

2. Why is it Important to Merge Duplicate Records?

3. Benefits of Merging Duplicate Records

Data Accuracy:

Streamlined Processes:

Improved Efficiency:

Availability

Profile Permission Required: Only users with the Find and Merge [Module] profile permission can perform this action. 

Find & Merge Duplicate Records

Note: By default, the data in the first record you select will be kept as the master record, unless you choose otherwise. All data from the duplicate records will be combined with the master record. All related records, including attachments, to-dos, and interviews, will be linked to the new merged record. The master record will keep its read-only status, creation date, and hidden field values.

1. Click the Candidates, Contacts, or Clients tab.
   
2. In the Home page, select the required record.
   
3. In the Details page of the selected record, click More Actions, then select Find & Merge Duplicates.
   (Available only in the Candidates, Clients, and Contacts modules.)
4. In the Find and Merge Duplicate page, review the matching criteria in the Search Criteria section
   
5. Specify any additional criteria, then click Search.
6. In the Matching Records section, select at least two records to be merged.
7. Click Next.
   
8. In the Merge page, select the record that you want to maintain as the Master Record. The double entries will be highlighted.
   
9. Click Merge.

Note:

The records 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)  

Availability

Permission Required: Only users with the Administrator profile can perform this action.

1. Click the Candidates, Clients, or Contacts tab.
   
2. In the Home page, under Tools, click Deduplicate.
   
3. In the Deduplicate page, select a field to use when searching for duplicate records and click Next.
   
1. Zoho Recruit uses Unique Fields to detect duplicate records. Each module can have a maximum of two unique fields.
   
2. To convert a field into a unique field,
   
3. Navigate to [Module] Layout > Select Field and enable Do not allow duplicate values.
   
4. From the list of matching records, select a record that has duplicates based on the criteria specified.
5. Click Next.
   
6. In the Search Criteria section, enter additional search criteria, if required.
1. Click Match all the criteria or Match any of the criteria, as required.
   
2. Click Search.
   
3. Under Matching Records, select at least two records to be merged.
7. Click Next.
   
8. In the Merge [Record] page, select the record that you want to maintain as the Master Record.
9. The double entries will be highlighted. Select the data that is to be retained. You can merge a maximum of three records at a time.
10. Click Merge.
    

Tips for Avoiding Duplicate Data Entries

1. Import data carefully. Before importing data into Zoho Recruit, review it carefully to identify any duplicates. 
   
2. Standardize your data entry procedures. This will help to ensure that data is entered consistently and accurately. For example, create templates for candidate profiles, client records, and contact details.
   
3. Use validation rules to prevent invalid data from being entered. For example, you can create a Validation rule to ensure that email addresses are in a valid format.