Managing Duplicate Contacts

When preparing to import contacts that share similar details, it's vital to configure your CRM settings to accommodate duplicates in specific fields while ensuring unique identification in others.

Accessing and Configuring Settings

Start by navigating to the 'Settings' section within your CRM. This will take you to the 'Business Profile' area. From here, scroll down to locate the 'Contact Deduplication Preferences.'

Enabling Duplicate Entries

Find and enable the settings labeled 'Allow Duplicate Contact' and 'Allow Duplicate Opportunity.'

By activating these options, the system is set to accept multiple entries with the same email addresses or phone numbers.

Importing Contacts with Overlapping Information

With the settings configured, proceed with importing your contacts, ensuring each entry is uniquely identifiable even if some information overlaps.

Starting the Import Process

To begin, access the 'Contact Import' section in your CRM. Click on 'Import Contact' and select the file that contains your contact data. After choosing the file, click 'Open' and then proceed with 'Next.'

Configuring Advanced Import Settings

For more detailed import options, click on 'Advanced.'

Ensure you choose 'Add New Contact Records.' This setting focuses on adding new entries without altering any that already exist.

Crucially, under 'Skip Existing Contacts Based On,' select 'None.' This tells the CRM to bypass its default behavior of identifying duplicates by email, allowing it to create new records for contacts with shared details.

Completing the Import

Finally, click 'Submit' to initiate the import process.

Once the process completes, refresh the page to view the newly added contacts, ensuring that all individuals with shared contact details are uniquely listed.

Example Scenario

For instance, suppose you're managing a family's account where two members, Margaret and Javier Ramos, share an email and phone number but require separate records. By following these steps, you can successfully create distinct entries for both Margaret and Javier Ramos. After the import, you’ll see two separate records for Margaret and Javier Ramos, each recognized as a unique contact within the CRM.

Troubleshooting and FAQs

What if I accidentally create duplicates?
Your CRM includes tools for merging duplicate contacts, allowing you to consolidate data and maintain clean records.

Can I undo an import if I make a mistake?
While reversing an import isn't typically possible, you can delete incorrect entries and re-import the correct data.