Merge Duplicates

Merge Duplicates

Duplicate records create confusion and inaccurate reporting. HARi CRM helps you find potential duplicates and merge them into a single clean record.

Finding Duplicates

HARi detects potential duplicates automatically based on matching criteria like email address, phone number, or name. Issues surface in two places:

Data Health dashboard

1. Open Settings > Data Health
2. The page lists all detected data quality issues, with Duplicates as one of the categories
3. Click an issue to jump to one of the duplicate records
4. Use the Resolve or Dismiss buttons to clear the issue from the list

Inline warning on the record page

When you open a record that HARi suspects has duplicates, an amber banner appears at the top of the page listing the suspected duplicate(s) with a Merge button next to each one.

Reviewing Duplicates

For each suspected duplicate:

1. Click the linked record to review the other record side by side
2. Check if they are truly the same person/company or just have similar names
3. If they are not duplicates, dismiss the warning (or Dismiss the issue from Data Health)
4. If they are duplicates, click Merge

Merging Records

When you merge duplicates:

1. Select the primary record — this is the record that will be kept
2. For each field, choose which value to keep:
   • If one record has a filled field and the other is empty, HARi keeps the filled value
   • If both records have different values, you choose which one wins
3. All related records (activities, deals, emails) from the secondary record are moved to the primary record
4. The secondary record is deleted
5. Click Merge records

Preventing Duplicates

To reduce duplicates from being created in the first place:

1. During import — Use HARi’s duplicate detection during CSV import. It flags potential duplicates before they are created.
2. During manual entry — When creating a new record, HARi checks for existing records with similar email or name and warns you.
3. Chrome Extension — When adding contacts from LinkedIn or Gmail, HARi checks if the contact already exists before creating a new record.

Cleaning up many duplicates

If Data Health shows many duplicate issues:

1. Open Settings > Data Health
2. Filter to the Duplicates category to focus on those issues
3. Work through them one at a time — each issue gives you a quick path to the records involved
4. Periodically click Refresh to re-scan and pick up newly created issues

Next Steps

• Import Contacts from Excel to learn about duplicate detection during import
• Segment Contacts to organize your cleaned-up contact list
• Link Contacts to Companies to fix any broken relationships after merging