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 Expense Integration with Zoho Books

      I want to know what flexibility do i have in selecting the chart of accounts which get a hit whenever we are posting any expense or advance in zoho expense?

    • Custom Function to Update Ticket based on Subject of Ticket

      This may be pretty simple but I'm having issues with getting a custom function to fill out custom fields based on the subject of a ticket and not the body of a ticket. Basically we need to fill in the PO number and Item ID custom fields, both of this

    • Incoming 'Message' data via WhatsApp appears empty

      the Incoming 'Message' data via WhatsApp appears empty; instead of customer messages, I only see CRM system notification messages are being displayed. I have seen 3 messages like this since yesterday it seems that in 'All Message' the message snippet

    • Handling Automatic Replies in Desk

      We send out email campaigns (currently via Klaviyo) and naturally we receive "Automatic Replies" to these mass email campaigns. These responses are all being routed to Zoho Desk. We get two types of "Automatic Replies" Type 1) Customer is out of the office/holiday

    • Zoho Mail API Error EXTRA_KEY_FOUND_IN_JSON

      I have a workflow set up in Pipedream that uses the Zoho Mail API to send emails from my account. It's worked without issue for months but today I'm getting the following 404 error for every email I try to send: { "data": { "errorCode": "EXTRA_KEY_FOUND_IN_JSON"

    • How to search (web API) for a Calls record by phone number?

      Using v8 /Calls/search web api I'm unable to to complete a search request no matter how I use the api: When I try using "criteria=" I get: response: <Response [400]> response_json: { "code": "INVALID_QUERY", "details": { "reason": "the field is not available

    • [Free Webinar] Product Release Updates - Creator Tech Connect

      Hello Everyone! We welcome you all to the upcoming free webinar on the Creator Tech Connect Series. The Creator Tech Connect series is a free monthly webinar that runs for around 45 minutes. It comprises technical sessions in which we delve deep into

    • Zoho GenAI API Error Not a valid response from zia.

      Zoho GenAI API Error Not a valid response from zia.

    • Help me to retreive my Document

      Please help me to retrieve my documents from any date between 1st February, 2025 to 20th,March 2025 .it got mistakenly deleted on the 21 of March 2025 due to phone screen malfunction I earnestly await your positive response .thank you

    • how to change the page signers see after signing a document in zoho sign

      Hello, How can I please change the page a signer sees after signing a document in Zoho Sign? I cannot seem to find it. As it is now, it shows a default landing page "return to Zoho Sign Home". Thanks!

    • Look Up Field Type not available for events and tasks?

      Look Up Field Type not available for events and tasks?    

    • I cannot check out to Zoho People.

      When I tried to check out today, there's prompt that inhibits me to check out: To add entry in Attendance, log time for any of your jobs

    • Digest Juin - Un résumé de ce qui s'est passé le mois dernier sur Community

      Bonjour à toutes et à tous, Ce mois-ci encore, tout s’est enchaîné à toute vitesse ! On vous fait un petit récap de ce qui a marqué ces dernières semaines. Zoho RPA est une solution robuste d’automatisation des processus, conçue pour s’intégrer aux systèmes

    • Different Transaction Series for Different Types of Sales

      Is there any way I can create multiple transaction series for different type of Sales? Say B2B-001 and B2C -001 for respective type of Sales.?

    • Unable to charge GST on shipping/packing & Forwarding charges in INDIA

      Currently, tax rates only apply to items. It does not apply tax to any shipping or packing & forwarding charges that may be on the order as well. However, these charges are taxable under GST in India. Please add the ability to apply tax to these charges.

    • Customer Advance Zoho Book API

      All I could find was Customer Payment API, it does not have facility to add customer advances, where those are not linked to any invoice as such. How to do it?

    • Even though the received amount+tax is equal to or lesser than the invoice value, zoho doesnt allow to record

      Even though the received amount+tax is equal to or lesser than the invoice value, Zoho mentioned the error- you've recorded more payment than the actual invoice balance. please check again. screenshot also attached.  You've recorded more payment than

    • Multiple deductions in invoice

      I issue invoices to a customer that include multiple deductions that I would like to track in different expense accounts. But that is not possible in Zoho Books as there is only one Deduction field and even that I don't have control over to assign it

    • #BiginnersTips | How to bulk update closing dates for multiple deals in Bigin

      Hello Biginners! Keeping your CRM data accurate is crucial for any business- big or small. One key aspect is ensuring that closing dates for deals are always up to date. Why? Because if a deal is closed but not updated, your dashboards and reports would

    • 采购里出现付款通知 的错误

      采购里面出现付款通知错误，怎么调整，我找不到路径，好像是ZOHO 自动生成的，请问怎么调整

    • {"code":1002,"message":"Statement of Accounts does not exist."}

      Hello Zoho team, I faced an issue while trying to POST a sales order from sap to zoho books, using the below data packet: {   "customer_id": "4322967000027451968",   "line_items": [     {       "item_id": "2154170000010847685",       "rate": "752.00",

    • Add Custom Fields only in Customer module and not on supplier module!? Is not there a way to do that!?

      I am trying to create custom fields on clients module but it also gets created on suppliers module; which of course does not make sense at all as a lot of custom fields are client or supplier specific but never both. I am missing something? This seems

    • Logging website service fees

      Hello, I do a lot of freelance work on sites like Upwork and Wyzant and others and those companies take a small cut from what I pay or what I earn and I am wondering what is the correct way to log this in my books. For example if I charge $55 per hour

    • How do i clear a liability account without making a payment?

      I have a liability account with a provision for an expected bill from previous years. However the bill never arrived and the provision/liability account with Cr balance has been carried forward for many years now. How do i know clear the provision made

    • 2 Transactions for single Expense

      I have make 2 payments and have 1 Invoice containing both the items. My Bank Feeds show 2 Transactions, How can i associate them with Single Expense? I tried adding them to Advance Payment, but advance payment I can only apply to Bills It seems. Why cant

    • Everything AI in Zoho Recruit – Webinar Recording Available!

      AI is transforming the way recruiters find, engage, and hire top talent. In our latest webinar, we explored how Zoho Recruit’s AI-powered features can help streamline hiring, automate workflows, and improve decision-making. Missed the session? No worries

    • Introducing the FTP task in Deluge

      Hello everyone, We're excited to announce the launch of the FTP task, a powerful addition to Deluge that enables you to effortlessly transfer files between various Zoho apps and your own servers. Unlike the invokeUrl task, which supports various HTTP

    • Custom widgets on Zoho one dashboard

      Is it possible to create custom widgets on the Zoho One dashboard? I see there is a widget name My Open Tickets to display open tickets in my view, but I would also like to have a widget to display unassigned tickets. A widget to display unfinished projects

    • Data privacy concerns

      Does Zoho team have access to my data in the database e.g. Balance Sheet, Bank account transactions, Profit & Loss statement etc.

    • Ability to Remove/Change Zoho Creator Admins via Zoho One Interface

      Dear Zoho One Team, Greetings, We would like to request a feature enhancement in Zoho One. Currently, it is not possible to remove or downgrade a user with the Admin role in Zoho Creator from the Zoho One admin interface. Unlike other Zoho apps where

    • Zoho Sheets

      Are they ever going to set up the feature "where I left off" just as you can do in Microsoft Excel online ? For me that is the only feature missing from Zoho sheets other than that I think they are terrific and use them every day. I only occasionally

    • Canvas Detail View Related List Sorting

      Hello, I am having an issue finding a way to sort a related list within a canvas detail view. I have sorted the related list on the page layout associated with the canvas view, but that does not transfer to the canvas view. What am I missing?

    • Mass Update in Zoho CRM

      Hello, I want to update my past update records by using deluge on some conditions. anyone can please tell me how can I do it.

    • Admin asked me for Backend Details when I wanted to verify my ZeptoMail Account

      Please provide the backend details where you will be adding the SMTP/API information of ZeptoMail Who knows what this means?

    • Action requested: Retain your sales journey configuration in Path Finder

      Dear Customers, We hope you're well! As you might know, we're completely overhauling our journey management suite, CommandCenter, and are in the last leg of it. As a means of getting ready to go live, we will be announcing a series of requests and updates

    • search layout in new version

      Hello where is the menu for customizing search fields (module search layout) in the new zoho version (2016) ?? thanks nono

    • Zoho Marketplace Analytcis

      Hi Team, Our Zoho Marketplace Dashboard is not showing any data. What do you think we could do?

    • if i have zoho one can i upgrade some of my staff from crm to crm plus within my organisation?

      if i have zoho one can i upgrade some of my staff from crm to crm plus within my organisation? Or because I have many licenses of ZOHO ONE , IF I upgrade some staff to ZOGO CRUM PLUS. they will not be on the same organisat

    • The problem with Commerce ownership changing

      Hi, I am changing the ownership of the company and trying to delete the previous user-owner. I changed the owner of the company from user Tatiana to user Eugene. Eugene is the owner of the organization. It's OK. I am now trying to remove the user Tatiana.

    • Secondary Emails

      I am having issues deleting a secondary email address from a couple of our users and need help. When in Directory, manage email addresses, I click the trash icon by the email address and confirm I am trying to delete the email. I click continue and I

    • Next Page