Dedupely works by using chosen fields to match duplicate records. The match fields can be tweaked and changed in between duplicate scans. You can create multiple data pads to have variations to cover more duplicates.

What are data pads?

Data pads separate their filters and match fields. This means you can create multiple variations to find more duplicates.

In one data pad you may want to search duplicates by first and last name. In another one, by last name and email. This helps you create combinations of matches to cover more ground.

Running the scan

To refresh the matches list or find new duplicates click the “Run Scan” button. Any changes you make to your match settings will have to be tested by using this same button.

Background scans

Scans run in the background daily in each one of your data pads to get the latest up-to-date duplicates. Background scans do not interfere with existing merges or your actions during the app is open in your browser.

Selecting match fields

Click on the field you want to use in the duplicate match. In the drop down list you’ll see a list of match strengths to use for that given field.

To show or hide fields click on the eye icon and select or remove the fields from the view.

Connected fields

You may notice fields in the list that show as follows: Organization -> Name. These are connected fields and they allow you to show and match fields from associations.

Connected fields only work for certain record types and their availability also depends on which CRM you use.

In order to use the connected fields you must have the record type synced for those fields. For example, if you want to use Organization fields in a Person contact you will need to sync Organizations as well as People.

Match strengths

Each match strength can be used to match different kinds of duplicates.

Exact match

Matches everything in the field value as is. For example Sean-Pier and Sean-Pier would be duplicates however Sean-Pier and Sean Pier would not be.

Similar match

Similar match does a little extra work under the hood and matches:

  • as if special characters do not exist, E.g. Sean-Pier and Sean Pier are a match

  • phone numbers E.g. 376-323-1111 and 323-1111 are a match

  • regardless of whether WWW exists to enhance domain or url comparison

Fuzzy match

Fuzzy match uses a sound-alike algorithm to find matches that are most likely to sound similar.

WARNING: Using fuzzy match is not a reliable solution for finding duplicate matches. A considerable number of matches WILL be incorrectly matched. This is more for the benefit of finding tough duplicates and merging them one-by-one.

Similar Word Match

Aids in finding matches on a word-basis:

  • Words in any order (E.g. “Welford Industries” and “Industries of Welford”)

  • First number(N) of words (E.g. Matching first word: “Welford Industries” and “Welford International”)

  • Last number(N) of words (E.g. Matching last two words: “The wishing well” matches “wishing well”)

Ignored terms

Oftentimes to maximize the number matches you find you may want to ignore some terms that reduce the likelihood of them being found. 

For example, if you have an exact match of “Stripe” and “Stripe USA, Inc.” You can ignore these terms by adding “USA” and “INC” to the ignored terms list. In this case we match “Stripe” because the rest of the words are ignored.

This applies to the field for the given data pad that has the ignored terms. You can set ignored terms separately for each field you’re matching.

Cross matching

If you have data that’s been misplaced, you can use cross matching to match across two fields used in the match.

For example you may have contacts with email addresses in their first name fields. You can cross match first name and email and they match against each other.

Filtering records to be used in the match

You can filter records to be matched by using the filter feature. Filtering allows you to select the field and criteria to be used. You can use multiple fields and AND/OR fashion between filter blocks.

Sort duplicate results

To sort results by a field select the field and set one of the following sort options:

  • A-Z to sort from top to bottom

  • Z-A to sort backwards

These also work for number fields. A-Z would sort numbers from lowest to highest and Z-A from highest to lowest.

NOTE: Due to performance measures, we only permit sorting fields in data pads with fewer than 10,000 duplicate match results.

Search in results

The search bar allows you to look for records in the duplicate results. At the moment we only support names being queried. 

Export duplicate results

You can export duplicate results as CSV. The CSV file has all of the fields of the data pad. Each duplicate group is separated by a blank line.