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

        • Zoho Projects - Add Feed to Project Tabs

          Hi Projects Team, I'm working on a lightweight communications requirement for one of my customers in relation to communicating with their client users via Zoho Projects. I noticed that the Feed is only available in the Collaboration section, but you can

        • Kaizen #217 - Actions APIs : Tasks

          Welcome to another week of Kaizen! In last week's post we discussed Email Notifications APIs which act as the link between your Workflow automations and you. We have discussed how Zylker Cloud Services uses Email Notifications API in their custom dashboard.

        • Login verification emails never received.

          I can't login to my account. You send a verification email, but it never arrives. This is a common problem, frequently caused by some relay point out there classifying the sender as a spammer. Is there anything I can do to bypass this? Maybe get a text

        • Extracting Images from a Zoho Creator Report into a Pages

          If you’ve uploaded images in a form and can see them in your report, you might also want to display those same images inside a Page (custom HTML page). This is useful for dashboards, profile pages, or any place where images should be visible dynamically

        • Zoho is blocking emails I subscribe to from one sender

          About 4 months ago I stopped receiving newsletters that I subscribe to from @thedispatch.com. They tell me that zoho's server is blocking them. I've added them to my contacts list, but they're not even reaching my inbox. I don't know how to troubleshoot

        • Unable to send message;Reason:550 5.4.6 Unusual sending activity detected. Please try after sometime.

          Please help my account got blocked automatically, can you help me how to avoid it? Thanks so much

        • Introducing Formula Fields for performing dynamic calculations

          Greetings, With the Formula Field, you can generate numerical calculations using provided functions and available fields, enabling you to derive dynamic data. You can utilize mathematical formulas to populate results based on the provided inputs. This

        • Inactive Items - Make Less Prominent by Default

          Currently, when one marks an Item as "Inactive", it really doesn't do much of anything to hide it or get it out of the way. Search and reporting within Finance should, by default, hide inactive Items from standard reports, searches, etc. If one specifically

        • Items should display under specific warehouse

          I have configured the multi warehouse but it show all the items under all warehouse which is not correct according to our business logic, so i want that items should only display under that specific warehouse not under all the warehouses not even with zero quantity. Some items should be common but not all so is there any option for that purpose so i can specific the items to its warehouse. Regards

        • How to calculate GST based on "Ship To Address"

          We into the interior designing work, providing "Works Contract Services" to our clients across India. We are registered under GST in Maharashtra state. For works contract services as per the GST rule, we need to decide place of supply based on "Ship to

        • I NEED TO NUMBER TO TEXT NO HERE

          =NUMBERTEXT NEEED

        • Auto-fill New Row with Previous Row Values

          rowsize = input.Order_Items.count(); for each row1 in input.Order_Items { rowsize = rowsize - 1; if(rowsize == 1) { row.Door_Model = row1.Door_Model; row.Door_Color = row1.Door_Color; row.Materials = row1.Materials;

        • When I click on PDF/PRINT it makes the invoice half size

          When I click PDF / Print for my invoice in Zoho Books, the generated PDF appears at half size — everything is scaled down, including the logo, text, and layout. The content does not fill the page as it should. Could someone advise what causes Zoho Books

        • Python - code studio

          Hi, I see the code studio is "coming soon". We have some files that will require some more complex transformation, is this feature far off? It appears to have been released in Zoho Analytics already

        • API question - adding a thread to an existing ticket

          Hi Is there an API function for the customer to add to an existing ticket thread? example, customer puts in new support ticket. support replies and ask for more details. customer replies with more details -what api function is used for this (will add record append to same ticket number?) Thanks

        • Why is Zoho Meeting quality so poor?

          I've just moved from Office 365 to Zoho Workplace and have been generally really positive about the new platform -- nicely integrated, nice GUI, good and easy-to-understand control and customisation, and at a reasonable price. However, what is going on

        • Items Below Reorder Point Report?

          Is there a way to run a report of Items that are below the Reorder Point? I don't see this as a specific report, nor can I figure out how to customize any of the other stock reports to give me this information. Please tell me I'm missing something s

        • Qwen to be the default open source Generative AI model in Zoho Desk

          Hello everyone, At Zoho Desk, we will make the latest Qwen (30B parameters) the default LLM for our Generative AI features, including Answer Bot, Reply Assistant, and others. As a subsequent step, we will discontinue support for Llama (8B parameters).

        • Calendar week view: Today + 6

          Is there anyway to have the calendar change dynamically based on the date? Due to the amount of events, we only display a week at a time, but towards the end of the week, we can no longer see ahead to next week (without changing it manually every time).

        • temporary system errorlouis

          J'essaye d'envoyer des mails avec mes 2 adresses mail qe nous avons sur le compte arthur@lepunch.fr et louis@lepunch.fr mais j'ai toujours le message temporaire system error, je reçois les mails mais impossible d'en envoyer a qui que ce soit

        • How to restrict user/portal user change canvas view

          Hi , I would like to restrict user / portal user change their canvas view because I hide some sensitive field for them. I dont want my user switch the canvas view that do not belong to them But seems Zoho do not provide this setting?

        • How to Cancel/Delete Queued Mail Merge?

          Hi. I just tried to do a mail merge before realizing there's a limit on number of sends. I accidentally sent one of my lists twice, and all of those emails are currently queued. Is there any way to cancel or delete a queued mail merge? Would love to be

        • Introducing parent-child ticketing in Zoho Desk [Early access]

          Hello Zoho Desk users! We have introduced the parent-child ticketing system to help customer service teams ensure efficient resolution of issues involving multiple, related tickets. You can now combine repetitive and interconnected tickets into parent-child

        • How to add to Subforms via Zapier with Zoho Writer?

          I have the following layout for a Zoho Writer Document. As you can see there is a repeating subform taking in "Items". I am trying to make a Zapier integration with it, and I can see there is 1 field saying: "Items", but it does not specify how I'm supposed

        • Contrôles administratifs granulaires : un atout pour la sécurité des e-mails

          La moindre erreur dans votre système de messagerie peut coûter très cher à votre entreprise, tant en argent qu’en conformité et en image de marque. Pour beaucoup d’organisations, ce risque est bien réel. Les e-mails véhiculent quotidiennement des informations

        • Marketer's Space: Why mobile optimization deserves a place in your email strategy

          Hello Marketers, Welcome back to Marketer's Space! Today, we'll talk about the importance of creating mobile-friendly email designs. While mobile phones were once used only to make phone calls, today they're used for almost everything, including texting,

        • Collections Management: #6 Realign Customers who gets back In-Term

          Arun stared at the subscription list on his dashboard. Another account had just been moved to Cancelled status after completing the whole dunning process. Nothing unusual, just that payment failures happen, retries fail, and cancellation is the expected

        • Zoho Mail IP Blacklist

          I need problems with send mails: Error: junk mail rejected - sender4-op-o10.zoho.com 136.143.188.10, is in RBL. Spamcop. Please remove FQDN for blacklist. Regards.

        • I can receive but not send emails

          Hello, I've been not able to send emails for almost a year now. I been using alternate email to do this. I want to know how to fix this so I can use my zoho account normally again.

        • The challenge of 24/7 connectivity: Being present and meeting customer expectations

          Before television entered our homes, radio was our window to the world. We had to tune carefully to catch voices from distant places. When television arrived, the world began to grow smaller. We can watch rocket launches, see the goal that wins our favorite

        • How to download all attachments from inbox, send, other folders in one go

          Hi All, Appreciate if anyone could help me with steps for below requirement. How to download all attachments from inbox, send, other folders in one go. Even mapping to new folder will help me. Thanks in advance.

        • Cannot connect mail accounts to Thunderbird

          Hi Support - I'm attempting to add my mail accounts to Thunderbird but I'm getting an unable to login to server error. I tried to use the password associated with my account I received the unable to login error. So I went into Zoho Accounts and generate

        • Alias Email Id already exists

          Hi, I just verified my domain sesque (dot) com and now I am trying to create the admin account using admin (at) sesque (dot) com, but I am getting an error saying "Alias Email Id already exists". I used to have another Zoho account with this email address,

        • Unable to connect to smtp server, connection timed out

          Hi Team, I am facing below issue, while sending out emails from thunderbird client. It used to work, facing this issue from morning. Error: Sending of the message failed. The message could not be sent because the connection to Outgoing server (SMTP) smtp.zoho.com

        • javax.mail.authenticationfailedexception 535 authentication failed

          Hi, I am facing 535 authentication failed error when trying to send email from zoho desktop as well as in webmail. Can you suggest to fix this issue,. Regards, Rekha

        • Client Portal ZOHO ONE

          Dear Zoho one is fantastic option for companies but it seems to me that it is still an aggregation of aps let me explain I have zoho books with client portal so client access their invoice then I have zoho project with client portal so they can access their project but not their invoice without another URL another LOGIN Are you planning in creating a beautiful UI portal for client so we can control access to client in one location to multiple aps at least unify project and invoice aps that would

        • Zoho Creator customer portal users

          Hi, I'm in a Zoho One subscription with our company. I'm running a project now that involves creating a Zoho Creater application and using the Zoho Creator Customer Portal.  At most we need 25 customer portal users. In our Zoho One plan we only get 3

        • DKIM Verification Failed (Namecheap)

          Hi! I have already set up the TXT records in Namecheap but I keep getting the "Verification Failed" pop up. Was wondering if I'm the only one who has this problem and can anyone help me with this? Thanks!

        • Emails stuck in Queue

          Hi there, Since yesterday I have a few out going emails stuck in a queue. It say it will auto retry sending however nothing is happening. It seems to be affecting roughly 50% of my outgoing emails. Please help Thanks

        • Soft Bounce from transational emails from BREVO (Sendinblue)

          I manage the website of a client who uses your EMAIL service for the domain floranativadobrasil.com. And I use the BREVO email service, previously called SendinBlue, to send transactional emails about events specific to the website. All emails sent to

        • Next Page