How to Find and Merge Duplicate records in Zoho CRM

How to Find and Merge Duplicate records in Zoho CRM




Hello Everyone,

 

Today, let's see how to find Duplicate records in your Zoho CRM account and Merge them.

 

Eliminating duplicate records in CRM seems to be a frequent issue for many businesses. Duplicate records can affect your productivity, increase manual work, and more importantly show incorrect data when it comes to reporting. Hence, it is crucial for businesses to have the ability to avoid creating duplicate records and the ability to merge duplicate records in CRM.


As a first step, we need to avoid creating a duplicate record. To do this we have the option "Do Not Allow Duplicates" available for unique fields such as an Email address and Phone Number. 


To enable this option, Click on the Setup Icon - Customization - Modules and Fields - Select the module as per your requirement. For example, Leads or Contacts. Now, when you click on the ellipsis icon on a unique field, you would see the option "Do Not Allow Duplicates" as shown below. Having this option enabled in the system would prevent you from creating another record with the same Email address or phone number. 




 

If you already have duplicate records in your CRM,you can use "Find and Merge Duplicate" or "Deduplicate" option. To 'deduplicate', go to the Leads or Contacts module and click on the ellipsis icon and select Deduplicate as highlighted below.





  The next page displays the unique fields using which you search and merge the duplicate records. 



 

Use the "Find and Merge Duplicates" option to search for the Duplicate records based on multiple criteria. To find and merge, open a Lead or a Contact record and click on the ellipsis icon as shown below.


 


 In the following page, you can find the criteria to search for the duplicate records. This gives you the option to select the fields individually for the master record.

 
 

Note:

  • You can merge up to 3 records at a time.

  • This feature is available only in the Leads, Accounts, Contacts, and Vendors modules.

  • The records merged to the master record will be deleted permanently and the action cannot be reverted.

  

We hope you found this post handy. Find and merge or Deduplicate to eliminate your duplicate records. To help your peers, share details on the actions you set up as comments to this post. Will come back with more soon.


    • Sticky Posts

    • How to reach the official Zoho Support channels and avoid fake ones.

      Dear Customers, Thanks a lot for choosing Zoho! Our applications are built to help achieve your day-to-day business goals. We are committed to engaging with you, to understand and develop solutions that enhance your productivity.  We are happy and ready to help you use our services effectively. Understanding and avoiding fake support Just like using popular bank names and financial applications for phishing purposes, using Zoho and claiming to be providing Zoho Support or services with false numbers

    • Function #35: Close all tasks associated with a lead and create a new task.

      Welcome back everyone! Last week, we learnt how to close all tasks of a deal depending upon the deal stage. This week, let's look at a custom function that lets you close all of the tasks associated with a lead while simultaneously creating a new task, like when you need to halt all progress towards a lead while the lead is not available at the moment but create a reminder task. Business scenario: The success of a company, in one way or another, is determined by the leads it gets. Each lead is just

    • Zoho CRM Webinar - Redesigning Daily User Experiences with Canvas

      <br> Your users across roles use the CRM for day-to-day tasks that are necessary. Whether they perform their tasks on time, the right way, or at all depends on a lot of factors, including User Experience. Many businesses struggle with rigid layouts,

    • Join us at the Canada ZUG Meetup: What’s New in Zoho CRM

      Hello Zoho Community! Start your year with fresh insights into Zoho CRM’s latest updates and tools. Whether you're a CRM beginner or a experienced user, this meetup is crafted to help you optimise your processes and leverage new features. Explore practical

    • CRM Hack #2: Automate sending of birthday greetings to your customers.

        Hello everyone! What sets you apart as a sales person is your ability to add that personal touch to your business relationship with your customers. Sending a gift on a special day, or leaving a note wishing them on their birthdays, are small, yet significant actions that show your customers that you care. And these are actions done without any expectations :) You must be engaging with a lot of customers and it is highly unlikely that they all are your friends on Facebook or some social channel,

      • Recent Topics

      • Retainer invoice in Zoho Finance modlue

        Hello, Is there a way of creating retainer invoices in the Zoho Finance module? If not can I request this is considered for future updates please.

      • Is it really true that I can't set the default 'deposit to' account in 2025?

        I've been using Books for 7 years and the default account has never been a problem. I usually manually reconcile invoices and have never had a thought about which account. It has always been my account. However, I recently noticed that for the past 4

      • How do I see the total leads during a certain period?

        I understand I can get the count of leads and potentials but the total number of leads in a certain period should be equal to Leads+potentials because when we convert a lead it gets moved to potentials and no longer exists there. is there a way i could

      • Where is the Global Search field?

        I am looking for an alternative to SF.com. Zoho CRM seems to be work fine, and be customizable in terms of the fields and reports. But there's one big thing missing and it's going to prevent us from using it: there's no global search box at the top of

      • API 500 Error

        Hello amazing ZOHO Projects Community, I get this message. How can we solve this? { "error": { "status_code": "500", "method": "GET", "instance": "/api/v3/portal/2010147XXXX/projects/2679160000003XXXX/timesheet", "title": "INTERNAL_SERVER_ERROR", "error_type":

      • In place field editing for candidates

        Wondering about any insight/best practices for efficiently updating candidate records while reviewing them in a Job Opening pipeline. We can do in-field editing (e.g. update job title or City) only when we have the full candidate record open, however

      • Audio/video quality issues with Zoho Meeting – Any roadmap for improvement?

        Hi Zoho Team, We’ve been using Zoho Meeting for both internal and external meetings, and unfortunately, the experience has been consistently poor. The video and audio quality are so unreliable that it often renders meetings ineffective—especially with

      • Default tax type for mileage?

        Where we are, mileage includes a government tax. Is there any way to set a default tax for the Personal Car Mileage category of expense? (Or any other way?)

      • Analytics Portal

        I have the "standard plan" and want to explore the portal option; I activated the 15-day trial but do not see the pricing for the add-on. How can I get the price under "Upgrade add-ons." Thanks Rudy

      • The Social Wall: October 2025

        Hello everyone, As we head toward the end of the year, we’re bringing you a few updates to help give your social media efforts a strong finish. This month, we’re rolling out new enhancements across both the web and mobile app. Post Preview Have you ever

      • Show price book list price

        When using price books, once you add products to the price book in the Products related list you can display the Unit price which is the default list price; however, there is no option to show the price book list price. To see the price book list price

      • Zoho CRM - Scheduled Reports Which Contain Chart

        Hi Zoho CRM Team, I'm requesting that the Report Export and Scheduling feature be enhanced to include a chart, if one has been created on a report. At the moment I have a report which shows Sales This Week by Deal Owner and a pie chart at the top of the

      • Cliq File Upload

        While uploading large file like 500MB, it takes time, that fines. But if you resize window or move window in other screen, that uploading disappears. After upload complete & sent it will be visible

      • Resizing a Record Template Background Inage

        Hi everyone, I have an issue which I can't seem to resolve: Basically, I'm designing a record template in certificate form. I've specified A5 landscape. I've set my background image the same dimensions with total pixels at 443,520. Whatever I try, when

      • Zia Actions: AI-powered Workflow Automation for Faster and Smarter Execution

        Hello everyone, Workflows got a notch better with AI-based actions. Actions such as field extraction, prediction, auto reply, and content generation facilitate quick execution with improved speed and accuracy. Zia can intercept useful details in newly

      • Constant color of a legend value

        It would be nice if we can set a constant color/pattern to a value when creating a chart. We would often use the same value in different graph options and I always have to copy the color that we've set to a certain value from a previous graph to make

      • What's New in Zoho POS - October 2025

        Hello everyone, Welcome to Zoho POS's monthly updates, where we share our latest feature updates, releases, changes, and more. Let’s take a look at how October went. Process returns for refunds, exchanges, or offer store credit Returns and exchanges can

      • Loan and purchase

        My husband is lending me mobey to buy a vehicle intersst free ... I need to know how to record the cash receipt and how I pay it back... the money is for a vehicle do I just post the invoice for that as I normally would usung the loan money to pay for

      • Zoho Connect Module in Zoho Trident

        Hi I really like where Zoho Trident is going. Having Mail and Cliq in one place is especially powerful. However, Zoho Connect really needs to be included to make this a true communication and collaboration hub. I would like to request that Zoho Connect

      • Zoho FSM API Delete Record

        Hi FSM Team, It would be great if you could delete a record via API. Thank you,

      • Feature enhancement: Highlight rows based on a cell value

        Hello Sheet users, We're excited to announce a new feature enhacement, shaped directly by your valuable feedback! As you might know, conditional formatting is a great tool for anyone dealing with large data sets. Previously, if you’ve ever wanted to draw

      • File Field Validation

        Hello all, We are tracking our customer NDA agreements in our CRM and have created 2 fields to do so, an execution date field and a file upload field. I want to create a validation rule to ensure that when the execution date field is populated that the

      • 100 record view limitation

        I have just migrated from another CRM and am starting in ZOHOcrm with over 5000 contacts. It seems that my searches and sorts are limited to 100 live records....or am I missing something. This seems to be very limiting...in a lot of scenarios (mass email,

      • Fillable template with dynamic tables?

        Is there a way to build a fillable template so that users can add rows to a table? To describe what I'm trying to accomplish the table has 3 sections; a header row, some number of rows with custom information, and a summary row with totals. I can't figure

      • ZUG Meet-ups are back - Across India (December 2025)

        The Zoho User Group (ZUG) meet-ups are back, and this time, we’re travelling across India to reconnect with our amazing community! From Chennai to Delhi, Bengaluru to Mumbai, we can’t wait to meet you all in person and talk everything Zoho SalesIQ, automation,

      • Categorise Attachments

        We take ID, proof of address, right to work documentation and more.  I can upload a single file in to field, but we often receive multiple files for each category e.g. someone may send a separate file for the front and back of their national ID card.  My team don't have time to manipulate the files in order to upload them as a single file. The options, as far as I can tell, would be to create additional fields on attachments in order to categorise what the file is, or to be able to upload single

      • Scheduling a meeting for just a 1:1 phone call

        My business is B2C and many of my customer's don't want to engage in an online meeting for what can be handled in a regular phone call. I am trying to create a new meeting invitation, but there is no venue optoin for "phone call". How are other's handling

      • Need more details on API Usage Dashboard

        Hi Team, We have implemented Zoho Expense for a client and has done some integrations with well known third party ERP via api. Recently we have noticed a huge spike in the API consumption. But we couldn't get the root cause for the same. I accept there

      • Power of Automation:: Automating SLA Timelines for First Response & Resolution for Issues module.

        Hello Everyone, Ever wished SLAs could update automatically based on issue severity i.e no manual tracking, no missed timelines? That is exactly what one of our customers, Alex, wanted to achieve in the Issues module. So, we have setup a simple automation

      • Finding missing records

        I have a challenge and I am not really sure where to start with it. I can't find any similar threads on here, can anyone help: I have two forms, FormA and FormB. Both forms have records that contain a field called Job_Number. What I am trying to achieve

      • Power of Automation :: Quick way to associate your Projects with Zoho CRM

        A custom function is a software code that can be used to automate a process and this allows you to automate a notification, call a webhook, or perform logic immediately after a workflow rule is triggered. This feature helps to automate complex tasks and

      • Free webinar! Build smarter apps with Zoho Sign and Zoho Creator

        Hello, Bring the power of digital signatures to the apps you build in Zoho Creator! Connect Zoho Sign as a microservice and enable seamless e-signature workflows in your applications. This integration allows you to automate signing tasks using Deluge.

      • Tables improvement ideas / features

        Heya, I've been using Zoho Tables for a few months now and wanted to post some features that I think will be greatly beneficial for the tool: 1. Ability to delete a record in automation or move a record in automation. - Usecase: I move a record from one

      • Can I add Conditional merge tags on my Templates?

        Hi I was wondering if I can use Conditional Mail Merge tags inside my Email templates/Quotes etc within the CRM? In spanish and in our business we use gender and academic degree salutations , ie: Dr., Dra., Sr., Srta., so the beginning of an email / letter

      • Move orders scan ISBN

        Hi We have ISBN setup to be searched in items zoho but move orders dissent recognize the ISBN is there q missing configuration? regards, JS

      • What's New - October 2025 | Zoho Backstage

        Hey everyone! We’ve been busy rolling out a host of upgrades for Zoho Backstage. While some major features are still going through final rounds of testing to make your event experience smooth as butter, here’s what was new and improved in October 2025.

      • Zoho Analytics - Feature Request For Time Based Data Source Fetch

        Hi Analytics Team, I have a client using Zoho CRM and they want a weekly report at 4:30pm every Friday, emailed to the sales team showing a pie chart of Closed Won Deals for that week. This is easy to achieve in Analytics but not so easy to ensure the

      • Updating custom fields in Zoho Projects

        Hi I am wondering if anyone has experience with custom fields in Zoho Projects. I am struggling to update the field using either deluge or the api endpoint. My code is: //custom_Map = map(); custom_Map = {"UDF_DOUBLE_1":"0.27"}; update_Map = map(); update_Map.put("custom_fields",custom_Map.toList());

      • Issue in Zoho People Regularization – Incorrect Hour Calculation

        I have noticed that when applying attendance regularization in Zoho People for previous dates, the total working hours are not calculated correctly. For example, even if the check-in is 10:00 AM and check-out is 6:00 PM, the system shows an incorrect

      • Zoho People Attendance Regularization – Wrong Total Hours Displayed

        While using Zoho People, I observed that the attendance regularization is showing wrong total hours when applied to past dates. For example, if a check-in is added at 10:00 AM and check-out at 6:00 PM for a previous date, the system sometimes calculates

      • Next Page