Knowledge Base

Finding Duplicates & Field Match Settings

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By default, the first and last name fields are used for matching duplicates.

You can change this by switching on Advanced, and selecting the fields you want to use.

Each field shown can be selected or de-selected for matching.

Exact, Fuzzy, Similar… Matching

Clicking on the down arrow beside each field name at the top lets you further configure how the fields are matched:

The Exact setting matches inputs that are exactly the same, regardless of whether they are upper case or lower case. For example, “John” and “john” are exact matches. However “John!” and “John” are not because of the extra character.

The Fuzzy setting allows for more flexible matching and match based on the sound. “John” and “Jon” would possibly be a fuzzy match. This also works for alternated company names like: “Stripe” and “Stripe Technologies Inc.”

The Similar setting trims down the inputs you are matching to make it easier to find almost exact matches. An example would be “[email protected]” and “[email protected]” or “” and “”.

The Similar First X Words and Similar Last X Words matches the same way as Similar matching however only on the first and last words or names. An example of this would be “José Luis” and “Luis” for Similar Last X Words and “José Luis” and “José” for Similar First X Words.

The Any Order match setting works when the fields have similar words but in different order. For example, “Stripe Inc” and “Inc, Stripe”.

To set the Similar First/Last X Words, click on the Similar Word Match setting in the drop down of the field you want to match:

Similar first and last words

Then adjust the settings and click “Set”:

Splitting Duplicates Across Lists

Lists enable you to segment duplicates by different matching fields. For example, maybe you want a list of first and last name, and another list by email, and another by phone number. This allows you to catch as many duplicates as possible.

To create a new list, click on the plus icon next beside the current tabs. From there select the name you want to give your new list and click Save.

Ignoring Filler Words

Lots of times sales or marketing will fill in required fields with fillers like “nolastname” or “unknown”. These will incorrectly match as duplicates.

In order to avoid incorrectly matching these filler inputs, in the field dropdown, select Ignored Terms…

Enter the terms you want to ignore for that field. It doesn’t matter if you enter upper case or lower case terms.

Now, run the scan again to see a refreshed list.

Changing The Fields Viewed in The Matches Table

By default Dedupely selects a few common fields to be shown in the table. You can change the order and number of fields in the view by clicking on the eye icon to the right hand side of the table. There you can search over all fields in your account. This includes custom fields and regular default fields created by your CRM.

Finding Matches Across Users or Per User

Often times you’ll need to avoid merging duplicates that are owned across multiple CRM owners or users. To show only duplicates by the same owners, simply match by the Owner field along with the other fields in the match.

For example, First and Last Name alone may bring up duplicates across multiple users. Matching by the Owner field as well will insure you don’t cross ownerships resulting in them being re-assigned to either one or the other user.