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,

    Nederlandse Hulpbronnen


      • Recent Topics

      • Function #32: Schedule low stock notifications on a timely basis to specific users of the organization

        Hello everyone and welcome back to our series! For a business that heavily relies on inventory, monitoring the stock levels and getting timely notifications of low stock items will ensure a smooth sail. Zoho Books allows you to always keep a check on

      • Can't type latin characters Mac x Windows

        I access a Win XP machine using Chrome on Mac OS X High Sierra and I can't get special characters like á é ó â ê ô ã õ à í ú to work. I tried a few different keyboard layout setups, but nothing worked. I end up having to type a lot of stuff in a local notepad for further copy and paste, which is not convenient at all. Am I missing anything? How can I make this work? Thanks.

      • Zoho People & Zoho CRM Calendar

        Hi, Does anyone know if it is possible to link Zoho People and the calendar in CRM? I would like when holidays are approved they automatically appear in the calendar on CRM. Thanks 

      • How to add Leave Type Permission Start Time

        Hi, I have a requirement to add Leave Type : Permission Start Time on the email template to which is end to the reporting manager. But I am unable to find the field in the list of fields. How to achieve this?

      • How to get batch number of item by api?

        Hi there, Is there any way to get batch number of item by api? Batch number is the batch reference number in https://www.zoho.com/inventory/help/advanced-inventory-tracking/batch-tracking.html . When I call the https://www.zoho.com/books/api/v3/#Items_Get_an_item

      • Questions about ACH in Zoho Billing

        We have ACH enabled for subscriptions in Zoho Billing and we have the option enabled for users to be able to log in to their bank to add the account to their payment methods. Questions: 1) If the user's bank isn't supported via the log-in method, will

      • Zoho Writer Default Publish Setting for Mail Merge

        Hello, I was thinking of using Mail Merge to create documents from CRM and automatically link them. However, I noticed the "publish" function and it seems the default is "to the world". This creates some anxiety as it is not clear what this "to the world"

      • Contacts Profile

        Is there a way to add a picture to my contacts profile? You have an outline of a person but no way I can see to import a picture.

      • Tip 46: View resource allocation while adding or editing tasks

        Keeping track of employees workload can be daunting but also necessary. Overloading employees with work can cause burnout and reduce productivity.  Managers should be able to identify resources who are less engaged when assigning tasks. This will ensure a balanced workload and also improve employee's efficiency. Zoho Projects lets you identify resources who are available to take up a job when you add or edit a task.  ​ Assign the task to team members and the calendar in the Start Date field will display

      • Switching Between Multiple Zoho One Organizations in New UI

        Here’s a polished version in English that you can use on Zoho’s support or community forum: Subject: Switching Between Multiple Zoho One Organizations in New UI Hello Zoho Community / Support Team, I’m currently managing two independent Zoho One organizations.

      • .ds import error from .ds file

         Problem encountered while creating the application Exception occured while publishing message to the topic :: [DataModelTopic]

      • Fully functional FSM workflow

        I am using Books, FSM, Begin and Desk. At this moment, FSM is not fully functional even on its own. For example, Customer A buys 4 air-cons and 3 brackets from us. We are fine to create WO manually in FSM. This should be the full loop for a FSM workflow:-

      • Connect Woocommerce new order to zoho books via zoho flow

        Hello i want help to create a flow to create a new sales order from woocommerce to zoho books. Can someone send me step by step flow, functions and fields?

      • What's New in Zoho Invoice | April - June 2025

        Hello everyone! We're excited to share the latest feature updates and enhancements we've made to Zoho Invoice from April to June 2025. In this, you will learn more about the following features: New Integrations via Zoho Marketplace Add Images to Email

      • PROJECTS - More flexibility with task and pricing

        Hi Everyone, I would like to use PROJECTS in my Zoho Booking app but it does not fit into my business. For example: I charge per sessions fixed price. My session usually are 2 hours and I bill the customer on the end of the month. My session can have

      • Is it possible to change default payable account for a bill?

        We have a case where we need to change a bill account from the default accounts payable to another account (it can be current asset or current liability, depending on the case). However, Zoho Books has set default account for bills, (accounts payable)

      • how to upload a reviewed price list in zoho to replace the existing price list

        Price list upload for my zoho books

      • Company details and emails

        Our company has recently been rebranded and we have new email address - How do I update information for users. I have tried to re invite users with new email but it sends me to organization and there is no where I can change the email or invite with new

      • Linking Resale Certificates to Customer Locations

        Florida Resale Certificates must be on every customer invoice. We have customers with multiple locations and each location has a seperate FL Resale Certificate. The FL Resale Certificate makes the transaction EXEMPT from Sales Tax. Can FL Resale Certificate

      • Notebook App Not Opening

        I love this app but for the last 2 days it recuses to open. My phone tells me the app is bugged and I must wait for a new update. Is anyone else having this problem or is something going on with me? I have many important notes that I can't necessarily

      • Admin and Dispatcher Users show as Field Technicians in Dispatch Module?

        Hi Zoho, Our Admin and Dispatch user both show up as Fied Technicians / Field Agents in the Dispatch module, but they most certainly should not be assigned to any of the work orders and service appointments. These users are NOT service resources. How

      • Copy Sales Order Reference# to Purchase Order#

        Hello, We use our customer's purchase order number as the order number on our purchase order to the supplier.  We direct ship everything from our suppliers and the customers then see their PO number on the packing notes (instead of a sequentially-generated one). Therefore, is it possible to use automation to copy the Sales Order Reference# (customer PO) to the respective Purchase Order# (our PO) when converting the Sales Order to a Purchase Order?

      • Free webinar: Zoho Sign in Q2 2025: A quick walkthrough

        Hi there! We’re halfway through the year—and Zoho Sign has some exciting enhancements to show for it! Join us in our upcoming webinar to discover what's new and what you can look forward to. What will this session cover? Explore the newest features introduced

      • Using a Webhook as an Action

        I have been able to setup where I can use a webhook as a Trigger, but I am wondering how I can use a webhook as an Action. In the Zoho Flow Builder when using Zoho CRM as a trigger, I do not see a way to invoke a URL to POST json data that can be used

      • Adding commas to a numeric value

        Hi, I want to add commas to numeric values so that they look like money E.g 1234.56 to 1,234.56 12345.67 to 12,345.67 12345678.90 to 12,345,678.90 How do you do that in Deluge? Thanks for the help

      • Pushing Zoho People leave into Microsoft calendar: how to chose how "event" is shown (busy, free etc)

        Hi, how can I select how a "leave" event is pushed into Microsoft calendar? I want for leave "working elsewhere" to show as working elsewhere and NOT as busy.

      • Tiktok and Instagram Carousel with Music

        Is it possible to add music or sound (can be downloaded or uploaded or attached) when we upload carousels in IG and Tiktok?

      • [Product Update] Locations module migration in Zoho Books integration with Zoho Analytics

        Dear Customers, As Zoho Books are starting to support an advance version of the Branches/Warehouses module called the Locations module, users who choose to migrate to the Locations module in Zoho Books will also be migrated in Zoho Analytics-Zoho Books

      • Once again, non-admins can no longer revise the site map

        Not sure when this change happened, but it's a problem now. This appears to be a regression on this issue: https://help.zoho.com/portal/en/community/topic/bug-non-admins-can-no-longer-revise-the-site-map ... which was solved. That issue was also a regression.

      • Detail View in Mobile without Labels

        Zoho creator 6. I have been trying to acheieve this but not able to. I have a quick view of my articles using custom layout for mobile. When i tap on an article it opens in detail view on my mobile which has two cols. Left displays label and right the

      • Updating task using excel file

        Hi, Is there a way to update existing tasks using excel file import?  Thanks

      • Cross module filtering is now supported in CRM

        Editions: All DCs: All Release plan: This enhancement is being released in phases. It is now available in AU, JP, and CN DCs. Help resource: Advanced filters The Cross-module filtering enhancement is now available to all CRM accounts in the following

      • Before Going To The Qc stage , site ready ness file upload mandtoty how to achive this in the blue print transition

        Before Going To The Qc stage , site ready ness file upload mandtoty how to achive this in the blue print transition On click of the Predelivery transition can we show site ready ness file upload mandtoty or on click of the QC show the alert message site

      • Note cards are duplicating

        Hi, I've been using this app for some time and love it. Recently I've noticed that upon closing a note card, it creates a duplicate. If I exit the notebook it's in and go back, everything is back to normal. Not a major issue but still a little annoying.

      • Where is the (Bulk) Notes Export function from Notebook ???????

        I have seen various threads over the last two years on this and basically no action from ZOHO at all ! BTW having to go to an individual note and export to PDF (which now doesn't even work ) or some sort of zoho format is by no means the answer ! I still can't see any sort of bulk (or even individual) export function across notes. This is really poor for a notes product that is nearly 4 years old from a "major vendor".  I now have a large number of notes (some with images) that I want to export and

      • Again about the backlighting of the search query when searching in a client for Linux

        Some time passed, I installed a client for Linux version 3.4.0, but I still did not receive the promised search with the backlighting of the search query how it was implemented in the client for android. In the previous topic, you told me that this function

      • Important! ZipRecruiter Sponsored Posting Plan Changes in Zoho Recruit

        Greetings, We’re reaching out to inform you about an important upcoming change to the ZipRecruiter Sponsored job board integration within Zoho Recruit. What’s Changing? Starting June 1, 2025, Zoho Recruit will be updated with ZipRecruiter's latest pricing

      • In the Blue Print Transition requirement received it will show 8 check field in pop up if they any one of this field then only move to next stage Ist quote

        In the Blue Print Transition requirement received it will show 8 check field in pop up if they any one of this field then only move to next stage Ist quote Pls help how i fix this

      • Linking Multi-UOM Barcodes to Products in Zoho Books

        Greetings, I'm using Zoho Books for retail shop and I'm running into a bit of a challenge with products that have multiple Units of Measurement (UOMs) and corresponding barcodes. For example, I sell cigarettes both as individual packets and in cartons

      • Convert Item to composite item

        When using Zoho CRM integrated with Zoho Inventory/Books, the item creation process is a little messy. After a few years of trial and error, we have settled on creating items in CRM, which are sync'ed to Zoho Inventory using Zoho's own internal integration.

      • Next Page