Find the duplicate records in your tools
Duplicates lists the people held more than once inside one tool: how many extra records that is, which records they are, and where in the tool you merge them. A person held in two different tools is not a duplicate and is not on this screen. To see one person's records from every tool side by side, read See everything you know about one person instead.
Before you start
You need at least one tool connected and synced. A record with no email address cannot be matched to anything and is not counted here.
MarqIQ finds duplicates and does not merge them
A merge decides which record's activity, deals and form fills survive, and every tool does that by its own rules. MarqIQ lists the records, links to each one where it can, and names the place in the tool where the merge is done.
Read the count
Open Intelligence Cloud and click Duplicates.
Read the three figures at the top.
Extra records is the number of records that would go if every same-email group became one record. People held twice or more is the number of those groups. Likely the same person counts groups that share a name and a company under different addresses, kept apart because they need a person to check them.
Read the table under the figures.
One row per tool: its records, its same-email groups, its extra records and its likely groups. The rows add up to the figures above.
Note
The figures are counted over every record synced from each tool. Focus filters do not narrow this screen: a duplicate is one whichever segment you are working on.
The two kinds of duplicate
Same email address
Two or more records in one tool hold the same email address. Capital letters and stray spaces are ignored, so Ada@Example.com and ada@example.com are one address. This is certain: the tool has the same person twice.
In Salesforce the usual cause is a lead and a contact for the same person. MarqIQ marks each record Lead or Contact, and the advice on the group changes to converting the lead into the existing contact.
Likely the same person
Two records in one tool share a surname and a company, and either the same first name or the same mailbox name at the same company domain, such as jsmith and j.smith. A shared free-mail domain such as gmail.com never counts as a match.
These are for review. Two people who share a surname and a company but have different first names are never grouped.
Take care
A record needs a surname, a company and an email address to be compared for a likely match. Two records for the same person with the company field blank are not found this way.
Work through the list
Click Same email address or Likely the same person to see one kind, and pick a tool from the list on the right to see one tool.
Read the sentence under the name.
It says why MarqIQ reads the records as one person: how many records hold the address, or which addresses the name is held under.
Read the records in the group.
Each line gives the name, the address, the date the record was created in the tool, and Open in followed by the tool's name. The oldest record is first. A group with more than five records lists the five oldest and says so.
Read To fix at the foot of the group and do the merge in the tool.
The line names where the merge is done in that tool. Decide which record survives before you merge: in most tools a merge cannot be undone.
Open Connected tools, sync that tool, and reopen Duplicates.
The group goes once the sync has brought the merge in.
| Tool | Where the merge is done |
|---|---|
| HubSpot | On one of the records: Actions, then Merge |
| Salesforce, a lead and a contact | On the lead: Convert, choosing the existing contact |
| Salesforce, two leads | Find Duplicates on the lead, then Merge Leads |
| Salesforce, two contacts | Merge Contacts on the account |
| Marketo Engage | Select the records in a list or smart list: Person Actions, then Merge People |
| Pipedrive | The menu beside the person's name: Merge |
The same advice the screen prints under each group. For the current steps, search "merge" in your tool's own help centre.
Note
The list holds the 100 largest groups of each kind. The figures and the table count every group. A link into the tool is shown for HubSpot, Salesforce, Pipedrive and Microsoft Dynamics; for a tool MarqIQ cannot link into, the foot of the page says why.
Tip
Merge ten groups before you work through the whole list. Ten is enough to tell you whether your tool's merge keeps the activity and deals you expect.
If it did not work
You can see two obvious duplicates in your CRM that are not listed
Why: They hold different email addresses, and one of the three things a likely match needs is missing: a surname, a company or an email address. Different surnames are never matched either.
Fix: Open both records and check those three fields. A married name, or a company held only on the account and not on the contact, both produce this.
The same person is in HubSpot and in Marketo and is not listed
Why: That is not a duplicate. Two tools holding the same person is how a stack is meant to work.
Fix: Open Customer 360 and search for the person. Their records from each tool are shown side by side there.
There is no Open in link beside a record
Why: MarqIQ cannot build a working address for a record in that tool. The foot of the page gives the reason for each tool this applies to.
Fix: Search for the email address in the tool. The name, address and creation date on the line are enough to find the record.
The figure on Overview is different from the one here
Why: Both read the same stored result, so they agree. Overview prints Duplicate records, which is the Extra records figure, with the number of people beside it.
Fix: Quote Extra records when you mean records to remove, and People held twice or more when you mean people.
You merged records yesterday and the group is still here
Why: Duplicates is built from MarqIQ's synced copy of your records. The merge has not been pulled in yet.
Fix: Open Connected tools, sync that tool, then reload Duplicates. The stored result is rebuilt whenever the record count or the newest change moves.
Next steps
Related articles
Was this article helpful?