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TL;DR

  • A match is a suggestion; rejecting it says the records aren't duplicates.
  • Reject when the records are two different people, companies or deals that look alike.
  • Rejecting keeps the pair out of future searches, so you don't review it again.
  • If many matches need rejecting, the search is too loose, so fix it instead.
  • In Dedupely, a rejected match stays out of every future search for that object until you restore it.

Every duplicate search finds some matches that aren't duplicates. Two people with the same name, a parent company and its branch, two deals with the same title. Merging them would combine records that should stay separate.

You have three choices for a match: merge it, leave it for later or reject it. This post covers when rejecting is the right call, what it does and what a lot of rejections tell you about your search.

Merge, leave or reject

Choice What it means When
Merge The records are the same, combine them You're sure they're duplicates
Leave for review You're not sure yet You need someone else's input
Reject The records are not duplicates You're sure they're different

Leaving a match unresolved means it shows up again in every cleanup. Rejecting records your decision, so nobody has to make it twice.

When to reject

Reject when the evidence says the records are different, even though they look alike:

  • Two people with the same name at the same company, with different emails or phone numbers.
  • Family members sharing an email, each with their own purchases or policies.
  • A parent company and a subsidiary, or two branches, that you track separately.
  • Two real deals with the same title, for different products or years.
  • A person and a shared inbox, like sales@ next to the salesperson's own record.
  • Placeholder matches, where records pair up only because they share "n/a" or a test value.

How to handle related records that look like duplicates goes through the related-but-separate cases in more detail.

What rejecting does

Rejecting doesn't change anything in your CRM. Both records stay exactly as they were. It only changes what your deduplication tool shows you: that pair stops appearing as a match.

That matters most for automated cleanups. A pair that's been rejected won't be picked up by a scheduled merge later, so the decision a person made sticks.

If the records change later, for example one of them gets a new email that now matches, they may form a new match. That's worth a second look, because the situation changed.

A few rejections in a search are normal. Many are a sign the search is too loose.

  • Lots of same-name rejections: add email or phone to the search.
  • Lots of placeholder rejections: leave placeholder values out of matching.
  • Lots of branch or subsidiary rejections: add an address or location field.
  • Lots of very large matches: a common value, like a company switchboard number, is grouping unrelated records.

Fixing the search saves more time than rejecting the same kind of pair again and again.

Rejections can be undone

A rejection is a decision, and decisions can be wrong. If you rejected a pair by mistake, restore it so it can match again. Then merge it, or leave it for review.

How rejecting works in Dedupely

In Dedupely, rejecting a match removes it from the current search and keeps it out of every future search for that object, including Auto Match and Auto Merge. It doesn't change your CRM. If the records change and form a new match, it can appear again. Rejected matches are listed in their own tab, and you can restore one with "Remove from Rejected."

Matches you're unsure about can go to Manual Review instead, so someone else can decide.

Review your matches

Reject with confidence

Rejecting is as much a part of deduplication as merging. It's how you record that two records are different, so nobody merges them later by mistake.

Reject the matches you're sure are separate, send the unclear ones for review and watch the number of rejections. When it climbs, tighten the search.

Frequently asked questions

What does rejecting a duplicate match do?

It marks the pair as not duplicates, so it stops appearing in future searches. It doesn't change either record in your CRM.

When should I reject a match?

When you're sure the records are different: two people with the same name, family members sharing an email, separate branches or two real deals with the same title.

Will a rejected match come back?

Not in future searches for that object. If the records change and form a new match, it can show up again for a fresh decision.

Can I undo a rejection?

Yes. Restore the pair, and it can match again.

What if I'm rejecting a lot of matches?

Your search is probably too loose. Add a field like email, phone or address so fewer unrelated records pair up.