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Find & Merge Duplicate HubSpot Companies

on December 6, 2018

We’ve been busy this month on two new features for the HubSpot integration.

Company merging

We promised it was coming and now it’s here. You can now merge your duplicate HubSpot companies.

For those who already signed up, you’ll have to sync companies.

It’s easy! Just click on the companies tab next to contacts:

Now match by any field

In the November 5th launch we only supplied a small number of fields. Phone numbers, custom fields and every other field is now available for matching and viewing.

Just click the eye icon next to the table and select the fields you want to show:

Get a 7 day free trial

Get 100 free merges and 7 days to try out Dedupely for your HubSpot database.

Automatically Merging Contacts in HubSpot CRM

on November 13, 2018

Merging contacts in HubSpot one by one is probably the slowest method of merging. Dedupely offers an alternative with bulk merging and fuzzy matching to reduce the amount of time you spend on this task.

The new normal is to find and merge duplicates in bulk. But it’s still another task you have to keep in the back of your mind.

So in this article I’m going to show you the next step up: automatic merging.

How does automatic merging work?

When you set automatic merging to run on a list you’ve created in Dedupely, the list will be re-scanned every hour to check for new matching duplicates in HubSpot. Any duplicates found will be automatically merged in the same instance.

You’ll be alerted (via email) every 24-48 hours of new HubSpot merges that happened automatically.

How do I set up automatic merging?

We only offer automatic merging to paid users. Before you use automatic merging, you’ll have to upgrade your account to any of the paid plans your database size fits in.

Now lets look into how to set it up and give you a peak into how it works if you haven’t already tried it or are still considering upgrading:

My first piece of advice is: never turn on automatic merge on a list unless you’re *very* sure it’s matching correctly. If you’re not sure, contact our support team to assist you in preparing your match settings before starting.

So I’m going to create a list using first and last names as the match criteria. I’m 100% sure these are duplicates:

Now that I see the match criteria working, I’m going to start automatic merging for this list.

I’m going to toggle this on:

And it will start merging the duplicates that I already have in the list:

Once done the initial merge, it will go to “sleep” and re-check HubSpot for new duplicates every hour.

Conclusion

As you can see, automatic merging is a really simple way to save you and your team the constant need to return and merge and manage your HubSpot contacts. Rather, obvious duplicates should already be taken care of by Dedupely, without your constant input.

To learn more about the Dedupely HubSpot integration go here.

Find Tricky Duplicate Contacts in HubSpot

on November 13, 2018

Today I’m going to show you how to use Dedupely’s fuzzy matching to find duplicate contacts in HubSpot that are harder to find. They might be misspelled, short versions of names, etc.

In a perfect world, all duplicates would be exact matches and would always be correct. Guess what? We don’t live in a perfect world. That’s exactly why we pushed so hard on rolling out fuzzy matching.

How might one use fuzzy matching you might ask? Good question! This article only takes around 40 seconds to read and what you’ll get back is tens of hours of your time.

So let’s get started. If you haven’t already signed up for the Dedupely <> HubSpot free trial, you have nothing to lose. You’ll get 7 days to play around with the integration and 100 free merges to test out how it works in your CRM. To learn the basics of Dedupely, you can also read this posts which covers the setup and how to get started.

So now that you’re up to speed, let’s continue where we started off in this post by creating a new list called “Fuzzy matching names” or whatever you want to call it:

 

Ok, now you’re going to select the fields that you want to match. In my case, I have lots of exact match last names but a few misspelled first names.

Just take a look…

So I’m going to click the settings button side the field name and select “Fuzzy”:

Then I’m going to hit “Run Scan”:

And volla, I get a full list of my fuzzy matches:

Conclusion

Fuzzy matching will catch a large number of misspelled names. Sometimes though, there will be matches you can’t find. Why? Because being too aggressive with duplicate matches can result in bad matches and bad merges.

Fuzzy matching will however find a large percentage of forgotten or hard-to-find duplicates in HubSpot. Which in the end saves your team a bunch of hours of manual labour.

And that’s all folks. To learn more go to the HubSpot Integration and sign up for a 7 day free trial.

Find & Merge Duplicate Contacts in HubSpot With Dedupely

on November 13, 2018

Finding duplicates in HubSpot is tricky if you have lots of duplicate contacts spread around your account.

Integrating HubSpot with Dedupely not only gives you the ability to easily find thousands of duplicates, but also to merge in bulk.

In this article I’m going to show you how to get started using Dedupely with your HubSpot account:

First things first, go to our HubSpot integration page here. Click “Start free trial”. You’ll be asked to connect Dedupely to your HubSpot account by first clicking “Grant access to HubSpot” and then authorizing the application in the HubSpot permissions view (you’ll automatically get sent there).

After that, you’ll be asked to enter some personal information like your name, company, email and a password to login later with.

After completing the signup, you’ll be taken to the dashboard where your download will start.

This only has to happen once. Future changes in HubSpot will be automatically synced to Dedupely.

Once, the download is finished, you’ll be taken to your matches:

By default, Dedupely creates a list of duplicates by first and last name (the most obvious duplicates that are usually lurking in your data).

You can create a new list and customize how duplicates are found by clicking the “Advanced” button at the top of the list:

From thee you can select the match fields you want to use to identify duplicates. Once you make your selection, the field changes will highlight. Simply click “Run Scan” to refresh the list with your new settings.

You can divide and conquer your duplicates by creating multiple lists with different types of field matches:

For example, in one I could match by first and last names, in another I can check for email matches, and yet another list for first names or first names + emails.

Dedupely’s lists are a powerful concept, letting you cover all duplicate match cases across your HubSpot data.

Lists are re-scanned every hour in the background and send you notifications when new duplicates are found.

Now you can start merging contacts. Simply, select the matches you want to merge and click the “Merge” button:

Once the merges have complete you’ll see a “complete” icon next to each match.

To customize a merge, click directly on the match. A box will open up showing you the selectable fields and giving you the option to decide which “master” contact to preserve:

If you wish to prevent these duplicates from being merged (or they are different people) you can flag them by clicking the “X” button next to to them.

This will show as flagged in future matches and won’t merge when merging in bulk. You can later undo this if you were mistaken.

I hope this article gives you an understanding on how to start using Dedupely to remove and merge duplicates in HubSpot. In the next post we’ll talk about fuzzy matching and how to find duplicates that aren’t exact matches. To learn more about the integration, please visit the HubSpot <> Dedupely page.

Find & Merge Duplicate Contacts in HubSpot (Integration Launch)

on November 5, 2018

It’s here! We’ve just released our Dedupely HubSpot integration. We had set the 15th for our launch date but we just couldn’t wait any longer to get this out. With this integration you can quickly find and merge your duplicate contacts in your HubSpot account.

An overview of what the deduplication integration includes:

  • Multiple match filters lacking in the last version of Dedupely
  • Bulk merging
  • Custom merging
  • Automatic merging
  • Reports and history of merges
  • Background matching that runs while you’re sleeping
  • Coming Soon(1-2 weeks): Company merging

Get started with a 7-day free trial now. Don’t waste any more time merging contacts by hand.

Dedupely HubSpot integration launching on November 15th

on October 26, 2018

HubSpot has been on our list for nearly 3 years. We’ve been asked for this integration more than all other integrations combined. It was obvious that HubSpot admins needed a way to get rid of duplicate contacts.

On November 15th we are launching the Dedupely <> HubSpot integration with a 7-day free trial.

What’s in the integration?

The integration comes at the same time we’re rolling out our new platform and website. The new platform will only be available to HubSpot users.

The integration will include:

  • Exact and fuzzy matching
  • Bulk merging
  • Custom merging
  • Automatic merging
  • Reports and history of merges
  • Background matching that runs while you’re sleeping

This is only the beginning. We have a large list of new features being added to the integration in the months following the launch.

What can I merge?

Right now, you will be able to merge HubSpot contacts. Company merging is something that will come most likely next year.

Where can I get notified?

You can get notified by opting-in at our HubSpot Upcoming Launch Page to be notified on November 15th

How is Pipedrive’s New Merge Differs from Dedupely

on October 25, 2018

Pipedrive has started launching a new Merge feature that finds duplicates in your Pipedrive account and gives you the option to merge them one by one.

Being a data cleansing company that currently does this in Pipedrive through our 3rd-party integration we thought it useful to answer people’s questions on what advantages Dedupely’s Pipedrive integration has over the native Pipedrive Merge feature.

Pipedrive has done a great job that tackling a problem most CRMs either don’t care much about or don’t have the resources to implement. Another reason why we love and use Pipedrive here at Dedupely.

The feature is still in the early stages so I’m not entirely sure if this post will be accurate in a few months or years from now, but let me go over what Dedupely currently can offer along side Pipedrive’s new feature:

1. Bulk merging

Bulk merging has been and probably always will be our biggest benefit. Merging 1,000 duplicates in one click and waiting for them to complete within 30 minutes is a giant leap from merging each by hand.

No one in a growing company should be sitting in front of a screen merging duplicates all day. This is the the biggest benefit Dedupely has over the new Pipedrive Merge feature.

2. Field scanning options

Dedupely gives you the option to dig a little deeper into the matching process and customize how duplicates are built.

Aside from that you can find matches based on fuzzy matching which helps find duplicates that were misspelt or have alternate spellings.

3. Customized merging

Customized merging in Dedupely lets you fine tune the merge. This only really works for one by one merges. However, Dedupely gives you the option to set rules for how fields are selected during merges so you don’t have to do it manually.

4. Automatic Merging

Automatic merging is a feature we’ve been proud to provide since day one. The biggest plus about automating the process is that it creates the out-of-mind effect and lets you focus on your business, once you’ve figured out your most common duplicate traits. Coming back to Dedupely every day to merge obvious duplicates can be a bit annoying. This is what Automatic Merging is designed to attack.

Conclusion

Pipedrive’s new Merge feature is a big step forward for all those people who have a smaller number of contacts and/or duplicates in their Pipedrive account. Finding duplicates was always the hardest part of eliminating them.

For those who still have hundreds or thousands of duplicates, Dedupely is here to reduce the time it takes to clean that up. No matter if you just need to do it once or every hour.

The best way to go is to use both and coordinate in between the two as you need them.

How-to: Avoid Importing Duplicates in HubSpot

on August 21, 2018

It’s easy to make the mistake of importing thousands of records into HubSpot only to realize that you just imported a heaping mound of duplicates. Now you have to go into each of those contacts, find the other duplicates, and merge them using HubSpot’s merge feature.

First of all, what a nightmare! Second of all, this could have been easy enough to prevent with just a little preparation.

So, it does take a bit or prep up front, and sometimes it isn’t so obvious:

For Contacts

When importing contacts make sure you use the Email field in your CSVs. HubSpot deduplicates by the Email address so unless you have this you run the risk of peppering HubSpot full of duplicates.

The reason why first name, last name and other fields aren’t used for deduplicating is that, multiple people can have the same first name. Usually it’s very rare for two people to have both the first and last name, but it can happen in the cases where a son if named after his father (e.g. Henry II).

However, it’s generally not a safe default for a CRM to dedupe by first or last name, even when considering both first and last name. Take for example very common full names like John Smith or Juan Lopez. Especially in countries like Brazil, Mexico or the US where there are many people with the same first and last names.

For Companies

All companies you import, in order to dedupe, require a Company Domain Name included in your CSV or Excel sheet. If you include the domain, companies with the same name will be duplicated. They also have to be a valid domain name tld format: as in, “some-name.tld”.

The challenge here is that many times companies with similar names are often, the same company. And unless you’re keeping really good tabs on which company names belong to which domains, it’s easy to import duplicates.

Another challenge is that not every company has a domain name and this can cause you to force fake domain names for the sake of deduping. That said, are you going to remember the fake domain names next time you import that same company? If you’re not careful you can easily end up with both duplicates and domain names that don’t exist.

Conclusion

This is not an easy task to always get right and it’s something we’re working on solving with the Dedupely HubSpot integration we’re working on right now.

HubSpot has an excellent course (with videos) on how to properly prepare and import data in your database. I recommend you go through it to get a better idea on avoiding duplicates as well.

How We Prepared for GDPR

on May 1, 2018

GDPR Compliant

We heard about the looming GDPR law last year. Wanting to be compliant with this personal data legislation we got to work before the law had a chance to come into effect.

GDPR applies to European residents. But despite where you’re business is located, if you have ever interacted with anyone from the EU, the law applies to you. May 25th 2018 is the deadline to become compliant. What’s worse, violators of GDPR, you can face a hefty fine of up to 20 million euros (Yes, that’s “million”).

Aside from avoiding fines, EU residents are going to be keeping a close eye on potential violators. GDPR compliance also means keeping EU customers and their confidence.

Being a company with a 30% EU customer base, we couldn’t afford to overlook this.

Let’s first go over some guidelines on what GDPR entails and how to conform. Keep in mind, as you investigate your own company it’s wise to document the process so you’re 100% ready if the authorities come knocking:

1. Know what data you have on your customers and visitors

This means digging into your databases, doing an inventory of every single field and row of data you have on people around your company. This includes your own server databases, your 3rd party app accounts, physical documents you have on file and any other form of personally identifiable information.

Anything that constitutes personally identifiable data should be written down. This includes but is not limited to:

  • IP Addresses
  • Emails
  • Phone numbers
  • Names
  • Geo-location data
  • Sensitive, private personal information
  • Avatars
  • Addresses

Once you have all of this information mapped out and documented you can continue to step two:

2. Take measures to secure personal data

Audit where this data is stored, who has access to it and procedures you have in place in the event of security being compromised.

You should already have the best possible security however now you’ll possibly face scrutiny in regards to how it’s implemented and clear policies surrounding it.

GDPR states that you must report security breaches to the owners of the data involved. So having a way to mass mail your customer base is another process to consider.

3. Don’t hold onto data without a specific purpose

Data for the sake of data is now dangerous. Unless you have a specific reason for holding on to a piece of information, shred it or delete it.

Data without purpose is a GDPR violation. Keeping data that doesn’t aid in supporting customers, using in reports, filing your taxes or complying with other laws, makes no sense to keep. Explaining why you hold onto this data will be part of the following document:

4. Write a clearly written Fair Processing Notice

Since holding onto data without a specific purpose is a case for a fine, you must have a Fair Processing Notice in plain view (on your website) that details what you use customer data for, who accesses it, it’s lifetime in your possession and what happens breaches, sale of your company, etc.

I found a little information here on the exact guidelines for writing one of these notices.

Keep in mind that “Clearly written” is actually part of the law. No legal jargon or vague language is acceptable.

5. A process for supplying information when requested

GDPR requires that you provide all information in your company’s possession when requested by a European resident. Having a process in place to handle this situation quickly and accurately is key.

Better yet if you can make this part of your digital platform so it can be sent out with one click.

6. A process for deleting data when requested

Again, if you’re a software company, this should be built into your admin panel. An EU resident can request to have all of their information removed from your company’s databases. This should not be a difficult task.

7. People must explicitly opt-in to your marketing (no pre-ticked checkboxes)

A refreshing part of GDPR is that services are no longer allowed to send you marketing without you explicitly opting-in. No more pre-ticked checkboxes. I can’t imagine the number of online services that are going to be in violation of this one come May 25th.

8. Make it easy to opt-out with a policy that explains how you’re not going send them marketing in the future

Once someone opts out of your newsletter or campaign, the law entails that you have a strict policy to ensure that they don’t receive future marketing, emails, SMS messages or mails from your company.

This one is going to be a bit tough. We have to make sure our newsletter lists are maintained very well and don’t have duplicate addresses. However, this is a case you should have in your Fair Processing Notice.

9. Let your entire team know and make sure they’re on board

Your team has to be entirely on board with your GDPR-related policies and know how to execute the procedures. Send out a document with guidelines for each role on your team and how they can easily comply with GDPR without overcomplicating their lives.

 

What we did to make Dedupely GDPR compliant

So we got past the basic guidelines for complying with GDPR. Now I’m going to go over a few areas Dedupely needed to brush up on. Like I said, our second biggest market is in Europe and there was no way we were going to wake up on May 25th and not be prepared. Hopefully, this helps you get a feel for where to start in your own organization.

1. We did a thorough personal data assessment

We’ve never been sloppy with data security and it’s something we built into the platform from day one. However, for the sake of disclosure, we wrote some policies and documents outlining how our company handles user data in regards to security–without compromising our security secrets.

After that, we decided to assess where the data was stored. This was not hard since we keep our collections pretty tight and well maintained.

2. Added a Fair Processing Notice to our Website

A Fair Processing Notice is the new requirement for GDPR. You can view ours here.

It has to follow some ICO guidelines.

A few tips we learned while writing ours:

  1. It has to be human-readable (as in no technical, legal sounding jargon no one with a law degree can’t understand)
  2. It has to cover the who controls the data, why it’s asked for, how it’s used and who has access to it
  3. Be tailored for your company
  4. Cover unique cases your company handles differently
  5. Has to have your company information and address
  6. Data you do not ask for and what you do not do

We called our Fair Processing Notice “Your Personal Data” and placed a link to it in the footer. It’s easy to understand and easy to find.

3. Sending out a newsletter to clean the list

Our MailChimp lists were full of past customers. We decided to delete our Previous Customers list as it didn’t serve any specific purpose besides marketing.

For our Member Newsletter, we decided to send out an email asking for permission once again to be in contact with them about future news and updates. This gave users a chance to opt-out if they no longer wanted to be subscribed.

We also added our Fair Processing Notice to the newsletter checkbox:
GDPR Fair Processing Notice in signup form

4. Built GDPR into our dashboards

Want to know what info we have on you? Our support can now tell you with the click of a button and a quick email. The same goes for deleting your data from our servers.

The way we did this didn’t take any time at all, besides a few minutes of changing some CSS and telling support how to hit the print button in the admin. Once they hit print, they save a PDF that they can quickly send to the requester.

5. Got the team on-board

Of course, all of this is a waste if our team can’t comply. A brief document was sent to the team members outlining our new responsibilities per the law, for each role on the team.

Support gets the most pressure since they are the first point of contact and are responsible for handling customer requests.

Developers and IT must know what they can and can’t keep according to our Fair Processing Notice. This includes, how data is managed during the customer lifetime cycle.

Accountants need to disclose how they handle backups and where they store (if at all) any data outside our 3rd party accounting software.

6. Documented the entire process

Like I said above, documentation is key. Mostly for our benefit. We want to remember what we did so we can both give clear answers to customers, EU authorities and our own future selves.

So covering the basics we are now prepared for the introduction of GDPR and all that it comes with. As alarming as it sounds at first, the preparation for smaller IT companies should be quick. The important part, is that you’re complying by the end of May and don’t have any loose ends hanging around.

Conclusion

Hopefully this helps your company find a starting point. Each company will have it’s own set of liabilities to address in regards to GDPR. However, ensuring your assessment is solid and leaving no stone unturned is the best way to avoid future headaches, complaints (and fines).

5 Time-Saver Pipedrive Integrations of 2018

on March 31, 2018

Time is your team’s most important asset. Luckily we live in an age where technology can remove huge barriers to complicated tasks. CRM technology is growing fast. Integrations are driving a large portion of the innovation.

Not only are integrations important to improving the Pipedrive experience. They save your company the budget of hiring developers or advanced software suites to accomplish all of your technical goals.

We’ve compiled a list of five integrations your team needs to have, and should be taking full advantage of this year.

Let’s start with non-other than…

1. Zapier

Of course Zapier gets first place on this list. They’ve only revolutionized automations in a way that few other companies can dare to compete with.

Zapier is to the business sector what IFTTT is to the consumer market. They both dabble in B2C and B2B but there’s no denying that Zapier has dominated the CRM automation sector.

2.Flatly.io

Flatly is one of our favorites, and one of the new kids on the block. They solve a common problem no other notable integration handles: doing CRM backups.

Backups get created in CSV and XSL format and can be sent to DropBox, Box, OneDrive, Google Sheets and your favorite cloud services (AWS, Azure, etc…)

We love Flatly so much we became their affiliate. You can get 10% off each month of your subscription when using the coupon code “DEDUPELY”.

3. SalesWings

Saleswings tracks your Pipedrive contacts’ website visits, and offers smart features such as lead scoring, automated lead assignment, and real-time contact data enrichment.

Instead of forcing you to change your tool, it connects to any newsletter tool, any sales email tool, and all your existing web forms, to track your leads’ website visits, and shows you everything your Pipedrive contacts do on your website. The coolest thing is that it sends notifications to your browser, email or Slack.

It integrates natively with Pipedrive and Salesforce, but also to many other CRM’s using Zapier.

4. Talkdesk

Talkdesk has been around for a fair bit. They integrate with a large number of apps and services you can use along side Pipedrive. They also integrate directly with Pipedrive. Talkdesk’s integration helps you automate the data and history you collect on calls. They also two-way synchronize.

5. PandaDoc

Sending off a document to get signed can be a pain. You know it’s going to take time for the client to print, sign and scan it back to you.

PandaDoc has made a big name for themselves in the industry. They’ve eliminated the extra few steps that always causes delays in deals. They also have products to help you manage your quotes, contracts and proposals.

The integration lets you access your PandaDoc documents from Pipedrive and let’s you know when someone has signed.