Merge Duplicate Records | Zoho Recruit

Merge Duplicate Records

Duplicate records can lead to data inconsistencies and confusion in your Zoho Recruit database. For example, imagine having multiple candidate profiles, client entries, or contact details that essentially represent the same entity. This can make it difficult to track leads, manage relationships, and make informed decisions.

The Duplicate Records Merge feature helps you address this issue by identifying and merging duplicate records efficiently. This can help you maintain data integrity, streamline your recruitment processes, and improve the overall quality of your Zoho Recruit experience.

In Zoho Recruit, you can search the duplicates and merge them for a better organization of records. There are two features to merge duplicate records.
  1. Find & Merge Duplicate Records
  2. De-duplicate Records

1. What are Duplicate Records?

Duplicate records are identical or very similar entries within your Zoho Recruit database, such as duplicate candidate profiles, client information, or contact details representing the same entity.

2. Why is it Important to Merge Duplicate Records?

Merging duplicate records is crucial for maintaining data accuracy, improving your workflow, and enhancing overall efficiency in your recruitment processes. It also serves as a fundamental practice in ensuring the overall health of your database.

3. Benefits of Merging Duplicate Records

Data Accuracy:

Ensure that your records are free from duplicate and conflicting information, ensuring that the data you work with is correct.

Streamlined Processes:

By consolidating duplicate records, you can save time and reduce the potential for confusion in your recruitment processes.

Improved Efficiency:

Merging records is a seamless process that helps you maintain data quality and organisational efficiency.
Profile Permission Required: Only users with the Find and Merge [Module] profile permission can perform this action. 

Find & Merge Duplicate Records

This feature gives you the option to specify criteria to find duplicate records. There are six fields in which you can specify the criteria in each module. The Find and Merge feature is only available in the Candidates, Clients, Contacts modules, and you can merge a maximum of three records at a time.
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.
To merge duplicate records,
  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.

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)  

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 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.

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

To merge duplicate records
  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.

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