Match Options

When you first log in and sync your data, Dedupely automatically provides default Duplicate Searches for you. These come with pre-configured Match Options per field, based on your CRM, so you can start finding duplicates right away. However, you are never locked in: You can edit these default searches, clone them, or build entirely new ones from scratch to fit your exact needs.

Where to start

Starting with Exact on high-impact fields (like First Name, Last Name, Email, or Phone) allows you to quickly find and merge the obvious identical duplicates.

Then you can edit the match options and fields to catch the complex, hard-to-find edge cases.

How to configure Match Options

You set your Match Options directly inside your Duplicate Search. Right under the name of each field you choose to scan, you will find a dropdown menu to select your preferred matching logic.

Types of Match Options

Exact

• When absolute precision is non-negotiable, Exact compares records for identical values while ignoring capitalization.
• This is your go-to setting for high-stakes fields like email addresses, government IDs, or primary names where you want to eliminate false positives.
• For example, a record for "John Smith" will only flag another "John Smith" as a duplicate.

Similar

• Data entry is rarely perfect, so Similar catches minor typos, mixed letters, or missing characters.
• This option offers a sweet spot between strict precision and flexibility when identifying duplicates with small variations.
• On phone numbers, Similar strips formatting, hyphens, parentheses and country codes (like +1) and compares the core seven digits.

Fuzzy

• Sometimes data sounds identical but looks completely different on paper, which is where Fuzzy works best.
• It uses a phonetic algorithm designed to catch alternate spellings and phonetic variations, making it ideal for inconsistent contact names or verbal data collection.
• If a sales rep enters "Sean" and another enters "Shawn," this option bridges the gap to flag them as a match.

Domain Root

• Perfect for B2B database cleanup, this option isolates and matches the core domain instead of looking at the full email address or website URL.
• This allows you to merge or reject (depending on what a duplicate is to you) multiple contacts or records under the same organization.
• It easily recognizes that standard variations like sales@example.com and support@example.com belong to the same company entity.

Similar Words

• Word order does not decide the match: Similar Words compares the words two fields share, on rules you set.
• You can configure Dedupely to look for words in "Any Order," or specifically target the "First" or "Last" words in a field.
• You get to define exactly the "Number of Words to Match," allowing an entry like "Fire Company LLC" to match with "Company LLC Fire Inc.".
• To filter out noise, you can add up to 50 custom "Ignored terms" to skip over common or unhelpful words during the scan, like “LLC,” “Mr.,” etc.
• Enable "Match nicknames" to automatically catch common name variations, easily matching a record for "Robert" with "Bob".
• Enable "Send incorrect formats to manual review" to send badly formatted fields straight to Manual Review.

None

• Sometimes the best matching logic is intentional exclusion.
• Choosing "None" prevents a notoriously unreliable field from being considered in the match, protecting your Duplicate Search from unnecessary false positives.

Filters and exclusions

Filters

Go beyond the match options by setting up specific inclusion or exclusion parameters. Filters let you isolate exact segments of your database, scanning only the records marked "Customers" for instance, or excluding a whole region, so a scan covers what you meant it to.

Excluded Matches

To prevent the system from aggressively grouping records based on common, low-value words, Dedupely excludes those matches for you. This ensures your results are driven by meaningful data rather than noise. You can review what’s excluded in the bottom tab of your Duplicate Search.

FAQs about Match Options

• Does creating or editing a Duplicate Search automatically merge records in my CRM? No. Duplicate Searches only filter and display potential duplicate matches for your review inside Dedupely. Adjusting fields or match options simply updates the search results view. Dedupely never merges a record in your CRM until you click "Merge", or until Auto Merge runs on a schedule you set.
• Why are there visible fields shown in my search that are not being used for matching? Visible fields are displayed to provide additional context when reviewing duplicate pairs. While only fields with active match options determine whether two records are flagged as duplicates, adding extra visible fields (such as Created Date, Record Owner, or Lead Source) helps you evaluate duplicate sets, choose the correct primary record, and make informed decisions before merging.
• Can I use different match options for different fields in the same search? Yes. Match options are configured on a per-field basis. This means you can create a single Duplicate Search that requires an "Exact" match for the Email field, while simultaneously using a "Fuzzy" match for the Last Name field to account for spelling variations.
• Why are two seemingly identical records not showing up as a match? If you are using an "Exact" match and the records are not pairing, check the CRM for hidden formatting discrepancies, such as trailing spaces at the end of the text. Additionally, ensure that other fields included in your Duplicate Search are not preventing the match. If a search evaluates three fields, all three must meet their respective match criteria to flag as a duplicate.
• Should I select every available field to ensure the best matches? No. Adding too many fields to a single Duplicate Search can actually limit your results, as it requires the records to match across every single data point. We recommend combining 2 to 4 key fields (such as First Name, Last Name, and Email) to get a good balance between accuracy and match volume.
• Does changing a match option affect my live CRM data? No. Adjusting your match options only changes how Dedupely filters and displays potential duplicates within the application. Your live CRM data is never altered until you actually initiate a merge.

Mentioned in this article: Finding Duplicates, Filters, Excluded Matches, and Manual Review.