Automatically merge duplicate company records in HubSpot using Koalify and workflows, saving time and ensuring data accuracy.
Duplicate company records plague every HubSpot portal. They clutter your database, skew reports, and waste valuable time. Manually merging duplicates is tedious and prone to errors.
The Solution: Koalify, a powerful HubSpot app, teams up with workflows to automatically merge those pesky duplicates. This dynamic duo saves you time and ensures data accuracy.
Here's how to automate the merging of duplicate company records:
1. Install Koalify and Configure Duplicate Detection
- Install the Koalify app from the HubSpot Marketplace.
- Configure Koalify to identify duplicate companies based on your preferred criteria (e.g., company domain name, website URL, phone number).
2. Create an Active List of Companies for Merging
- Name: Koalify Duplicates - Merge
- Filters:
- Koalify Number of Duplicates is "greater than 0"
- Koalify Primary Duplicate is equal to "False"
- Koalify Duplicate Properties is any of "Company Domain Name"
This list dynamically identifies companies with duplicates where a primary record has been designated by Koalify.
3. Build a Company-Based Workflow
-
Trigger: When a company is a member of the list "Koalify Duplicates - Merge"
-
Action: Merge Duplicate Company (Koalify action)
- This action merges the enrolled company record into its designated primary duplicate, as identified by Koalify.
4. (Optional) Add a Notification
- Action: Send a notification to the contact owner of the primary company record. Depending on the number of duplicates you manage every month, this might cause more clutter so make sure to monitor as you go.
Why this works:
- You can reclaim valuable time now you're not manually merging.
- Koalify intelligently identifies and merges duplicates, so less errors.
- Maintain a clean and accurate database for reliable reporting and analysis.
- Focus on strategic initiatives instead of tedious data cleanup.
