Duplicate matching
Duplicate matching is how Dedupely finds the records in your CRM that belong together. You choose the fields to compare and a match type for each, like Exact for emails or Similar for names with typos, and Dedupely groups the records that meet them into matches, ready to review and merge.
At a glance
- Works with
- HubSpot, Salesforce, Pipedrive, Close, Nimble, Google Contacts and CSV files
- Included in
- Every plan and the 7-day free trial
- What it does
- Finding your duplicates across your CRM
How duplicate matching works
Creating a Duplicate Search.
-
Choose your fields
Compare any field you sync, native or custom, not a fixed list. Most searches work best with 2–4 key fields.
-
Pick a match type for each
Exact for emails and IDs, Similar for typos, Fuzzy for names that sound alike, and more.
-
Narrow it with filters
Limit the search to one owner, source, date range or any synced field, and save it to run again.
The five match types
Stricter types find fewer false matches. Looser types find more duplicates, and work best next to a strict field like email or phone.
| Match type | What it matches | Example | Best for |
|---|---|---|---|
| Exact | Values that are the same | jon.smith@acme.com and jon.smith@acme.com | Emails, customer IDs, tax numbers |
| Similar | Small typos and missing letters; phone numbers on their last 7 digits | Johnson and Jonhson · +1 (555) 010-2000 and 555-010-2000 | Names, emails, company names, phone numbers |
| Fuzzy | Values that sound alike | Sean and Shaun | First and last names |
| Similar Words | The same words in any order, or the first or last words | Acme Logistics and Logistics by Acme | Company names, full names |
| Domain Root | The core domain, without www or the country ending | acme.com and www.acme.co.uk | Websites, linking contacts to companies |
- Ignored termsSkip words like Inc, LLC or Ltd (up to 50).
- NicknamesMatch Bob and Robert in first-name fields.
- Cross-field matchingCatch a value entered in the wrong field.
Good to know
- Matching never changes your CRM. A Duplicate Search only finds and groups records. Nothing changes until you merge.
- More fields, fewer but more solid matches. Start with 2–4 key fields and add more if you get false matches.
- Blank values don't count. Two empty fields are never a match.
- Very large matches are set aside. By default, a match with more than 20 records goes to the Excluded tab, since it usually means the search is too broad.
- A search finds what you describe. Dedupely Intelligence finds what your search rules miss, with nothing to set up. Most teams use both.
Questions about duplicate matching
Start with Exact on a unique field like email. Then add Similar or Fuzzy on names to catch typos and spelling differences.
Yes. Any field you sync to Dedupely, native or custom, can be part of a Duplicate Search.
No. Matching only finds and groups duplicates. Your CRM changes only when you merge.
One of its fields may be blank, a filter may leave it out, or it may have gone to the Excluded tab because of your Safety Settings.
A Duplicate Search matches on the fields and match types you choose. Dedupely Intelligence needs no settings and finds what those searches miss.
Learn more
Knowledge Base
Try duplicate matching on your own CRM.
