We automatically detect duplicate contacts in your workspace, so that you can keep a clean database of contacts.
This includes scenarios like importing contacts from LinkedIn, where the system avoids creating duplicates if a contact already exists in the database.
We detect your duplicate contacts based on their name (first name, last name), email, phone number and URL. We either merge them automatically or suggest them in the Duplicates view for review.
This also applies to preventing duplicates during the addition of new contacts from external platforms.
1. Auto-merge
When importing your contacts or companies from one or several sources (gmail, file import, Zapier, extension...), we automatically detect and merge exact match duplicate contacts, so you don't have to.
We've based our algorithms on the exact match of the following fields:
For contacts:
first name + last name + email,
OR first name + last name + phone number
OR first name + last name + social platforms URL (personal LinkedIn, Instagram, Facebook, X)
For companies:
Name (case sensitive) + LinkedIn
2. Suggested merge
When found duplicates are not an exact match, we suggest them in a view called "Duplicates". Our algorithm compares :
For contacts:
First Names, Last Names, Emails, URLs and Phone numbers to identify potential duplicates.
For companies:
Name (case sensitive)
The "Duplicates" view will only appear, if duplicates are detected. We don't merge these contacts automatically, so you can review them one by one to merge them or click 'merge all' to merge all at once.
For each group of duplicates, you'll see the following data on the duplicated contacts: full name, emails, phone numbers, URLs and companies. We also tell you for each group of duplicate the reason why they were detected as duplicates (for instance the reason could be full name is a match).
On the merged contact (on the right side), we automatically add all the data from these duplicates. On the merged contact, you can select which emails, companies & phone numbers you want to keep on the final contact. And for multiple values, you can select which one will be the primary value (with the star icon).
If a group of duplicates is not relevant, you can click on 'Don't merge'.
3. Manual merge
You can also select two or more contacts to merge them manually, either from a group or from the Search.
External Workflow Management with Make
For workflows requiring additional customization, you can use tools like Make to manage duplicates effectively. Here's how it works:
Use "Find a person in Folk" within Make to check if the contact exists in your database.
If it exists, update the entry using "Update a contact" action.
If no contact is found, configure Make's error handler to create a new contact.
Maintain the scenario with two distinct branches: one for existing contacts and another for new contacts. This ensures comprehensive duplicate management and error handling in custom workflows.
When to Use Each Method
Automatic Deduplication: Best for straightforward imports, especially with platforms like LinkedIn.
Manual Workflow via Make: Ideal for complex workflows, custom integrations, or specific error-handling needs. Choosing the right approach ensures a clean and duplicate-free database, enhancing CRM efficiency.
