Merging Duplicates

What are HubSpot duplicates

In HubSpot, duplicates refer to instances where multiple records exist for the same contact or company. For contacts, HubSpot automatically deduplicates by comparing email addresses, and for companies, it relies on the primary company domain name; any new record matching these unique fields will update the existing record instead of creating a duplicate. Additional manual deduplication is possible using Record ID or custom unique properties, especially during data imports. Professional and Enterprise users can also use a dedicated duplicate management tool, which flags potential duplicates based on several property comparisons (like name, email, phone, etc.) and allows users to merge or dismiss suggested duplicates for both contacts and companies. This ensures cleaner CRM data and reduces redundancies by preventing or resolving multiple entries for the same entity.

How to merge duplicates

Televic - How to Manage duplicates

Clean Lists (Ask Madalena/Julie which lists she uses for email sending.)

Go to CRM -> Lists, then go to actions -> edit columns and add the following columns: name, list size, last updated, creator, description, created, owner, used in. Select clone view and save it with the name 'List Clean-Up View'. You can go back to this view periodically to clean.

Click on advanced filters and select 'used in (count)' is equal to 0. Save the view.

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• Sort your list on 'last updated'. (oldest first)
• Delete lists that are
  • Not used in anything & old
  • Created by inactive or disabled users.
  • are empty

❗️ it's not easy to determine if a list can be deleted, as it's not possible to see when it was last viewed or used in a one-time asset like a marketing email.

Organize Forms

Organizing or deleting forms

• Go to this spreadsheet
  • A new form is identified by a new "Form Name" in Column B. All consecutive rows that share that same name belong to that one form.
  • Let's look at it by group:
• The first row of each group (e.g., row 7, 14, or 21) is the 'header row' for that form.
  • It shows the name of the form.
  • In column L, it displays the total number of submissions for that entire form.
• The rows directly below it (e.g., rows 8-13 or 15-20) represent the individual input fields within that form.
  • Each row describes one field: its type (email, dropdown), its visible name (Field Label), and whether it is Required.
• Filter on the forms with ‘0’ submissions in the last 90 days.
• Click on column E ‘performance’ to go to the form in HubSpot.
• Set the date range to ‘all time’
• Is the create date before 01/01/2025 and there were never any submissions? Then you can delete the form
• Are there submissions? Then go to ‘edit forms’ and add (archive) in the beginning of the form name. Then click on publish.

• Mark the form as ‘done’ in column M in the spreadsheet

Populating first and last names

• Go to this view in HubSpot
• If you can populate the first and/or last name based on the email or email signature, do that. If not, leave empty.