Duplicates creep in from imports and from two people adding the same contact. 53° looks for them for you, and merging moves everything attached to both records onto the one you keep.
Before you start
Anyone who can see contacts can view possible duplicates. To merge, dismiss or rescan, you need to be an owner, admin or manager.
Review possible duplicates
- Go to Contacts, open the menu next to New contact, and choose Duplicates. The number beside it is how many are waiting.
- The Open tab lists each pair side by side, with their email, phone, source and when they were added.
Each pair shows how sure 53° is (Very likely, Likely or Possible) and why, such as Same email, Same phone, Similar name or Same postcode. People are only compared with people, and companies with companies.
53° checks whenever a contact is added or their details change. To check everything again, choose Rescan.
Merge two contacts
- On a pair, choose Merge.
- Under Record to keep, choose which one stays. The older record is selected to start with.
- If the two records disagree on a field, choose which value to keep. Only fields where both records hold a different value are listed. These can be Title, First name, Last name, Company name, Date of birth, Email, Phone, Lifecycle, Marketing opt-in and External id.
- If both records have notes, tick Combine both records' notes to keep both.
- Choose Merge.
The other record is deleted. This can't be undone.
What a merge keeps
- Fields you weren't asked about, such as address, source and who it's assigned to, come from the record you keep. Where it's blank, the other record's value fills the gap.
- Web links from both records are combined, up to 20.
- Notes come from the record you keep, unless you chose to combine them. Combined notes are joined one after the other.
- Marketing opt-in stays as it is on the record you keep, unless you pick the other value. A merge never opts someone in by accident.
- Relationships move across. If both records were linked to the same company or person, they become one relationship. The job role, work email and work phone come from the record you keep, with the other's filling any gaps.
- Everything else attached moves to the record you keep: deals, projects, tags, tasks, docs, files, chat messages and the activity log. Very large histories can take a few seconds to finish moving.
- Links to the old record still work. Bookmarks and mentions in docs open the record you kept.
Mark a pair as not a duplicate
Choose Not a duplicate. The pair moves to the Not duplicates tab and isn't raised again, even after a rescan. If you change your mind, open that tab and choose Reopen.
Good to know
- If you fix the detail that made two records look alike, such as a mistyped email, the pair drops off the list by itself.
- You can't merge a person with a company.