Bigin: Introducing Duplicates Cleanup feature

Hello Partners,

We are happy to announce our Duplicates Cleanup feature, which will enable you to manage duplicate records more effectively. Previously, it was common for users to create duplicate entries when adding records to Bigin from sources like forms, integrations, APIs, and so on. We have a Find & Merge Duplicates function for individual records, but until now there has been no way to identify duplicates for the entire module.

To make this process simpler, we're introducing the Duplicates Cleanup option, which will help you identify duplicate records across the Contacts and Companies modules. You can identify the duplicates in your database by regularly reviewing the data in these modules based on certain fields and merging the duplicate records together using the Duplicates Cleanup feature.Consider you are one of the employees of Zylker, you added a few contacts received as a referral. The same contacts has inquired from the webform on Zylker webpage, thus the same contact are again added to Bigin without realizing it's already in the system. Now we can address this problem, using a de-duplicating feature Duplicates Cleanup.

How to identify duplicates

To use the Duplicates Cleanup feature, choose the fields for which you want to identify duplicates. Based on the fields you choose, Bigin will scan all the records in the module and identify records that have identical values. Using the + Add Unique field button, you can select other fields in the module as factors to identify records. For example, if you choose Mobile as the field, Bigin will check for records with the same mobile number. You can choose up to '3' fields to identify duplicates and of the '3' fields, '2' fields can be custom fields.

The deduplication process runs in the background. Once it's complete, the administrator will be notified via a pop-up on the screen and an email. The email contains important details, such as the number of duplicates, which duplicates were resolved, and which were unresolved. The administrator can resolve conflicts by opening the link in the email, which will directly open the page containing the duplicates.

Once the system identifies the duplicates, it follows two different processes to merge the records. For example, if there are 1,000 records in your Bigin account, 200 of which are duplicate records, Bigin will check those 200 records and categorize them into two types.

Records without conflicts : Consider, a set of 3 duplicate records with all fields containing identical values as the other 2 records, Bigin will classify these records as having no conflicts, and will automatically merge them into one record.

Records with conflicts: Consider another set of 2 duplicate records with different values in the Mobile field, say, Bigin will classify these records as having conflicts. Bigin will not merge them automatically, and will instead leave the merging to the administrator to do manually.

Even if other fields have the same value, the Duplicates Cleanup method won't combine them and will only do the match on the unique field that you want to check for. You have to choose records manually to resolve conflicts and merge them.

How to avoid duplicates

You can use the unique field option to mark fields as unique, which prevents record duplication. The email address field is most commonly marked as a unique field because no two people can have the same email address.

Therefore, if a user adds a contact to Bigin and the same contact submits their information separately via webform, the contact will not be added in Bigin a second time.

Availability

Duplicates Cleanup is available for the Premier edition.
Only administrators can access and use this feature.

We sincerely hope you find these improvements useful. Please give them a try and provide us with feedback in the comments section below. Watch this space for future announcements.

That's all for this enhancement! To learn more about Duplicates Cleanup, click here.

Thanks and have a good one!

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