Last updated: December 30, 2020
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HubSpot automatically deduplicates your contacts and companies when they're created through a form submission or an import.
Where the above deduplication isn't thorough enough, you can also manually manage possible duplicates if you're a user in a Professional or Enterprise account by using the duplicate management tool to deduplicate contacts and companies.
HubSpot deduplicates objects that are created in the CRM (e.g., imports, forms submissions) in the following ways:
When a new contact is added to HubSpot through a form submission, HubSpot checks a contact's user token (i.e., hubspotutk cookie) to see if it matches an existing contact.
For example, if two form submissions come from the same browser and computer, the submissions will be merged into one record because HubSpot will detect the same user token for both submissions.
The information from the second form submission will overwrite the information from the first submission because they have the same cookie stored in their browser. This will happen only if the email address from the second submission doesn't already exist as a contact in HubSpot.
If you want each form submission from the same browser to create a new contact, enable the Always create new contact for new email setting in your form options. This can be useful in specific situations, such as collecting contact details at a trade show on a single device.
When a new contact is added through import, form submission, or API, HubSpot will look for a matching value in the Email property. If a contact already exists in your account with the same email address, the new contact information will be added to the existing contact record.
For example, if you import a list of contacts that includes "email@example.com", and an existing contact in your HubSpot account already has the email address "firstname.lastname@example.org", the imported information will be added to that specific contact record.
When a new company is added through import, HubSpot looks at the Company domain name property value to deduplicate companies. If a company with the same company domain name already exists in your account, the new company information will be added to the existing company record.
If you do not include this property in your import, each row of your import file will be imported as a new company record.
Please note: companies created through API will not be deduplicated by the Company domain name property.
When you want to import contact, company, deal, ticket, product, or custom object records, you can use a unique object ID to match up these records with existing records in HubSpot. This object ID can be used to deduplicate records during the import process, or to search for a specific record in HubSpot.
To get the object IDs of your records, export your records or view a specific object's properties for their ID (e.g., their Contact ID property).
Include the object ID column in your file when you import your records into HubSpot. During the import process, select the Update existing [records] using "object ID" exported from HubSpot checkbox when you choose your file.
Please note: if you include the object ID column in your file, any rows that do not have a value for the record ID will not be imported during the import process.
Users with Edit access to Everything selected for Contacts and Companies can deduplicate contacts and companies in their account using the duplicate management tool.
The duplicate management tool identifies duplicates by comparing two records' names, email addresses, IP countries, phone numbers, zip codes, and company names.
HubSpot displays up to 2,000 of the most likely duplicates. Every few weeks, HubSpot will automatically recalculate these results. You can view when the next calculation will occur under the Manage duplicate [records] title.
Please note: if HubSpot displays a parent company as a duplicate of a child company, you will not be able to review or dismiss this pair as a duplicate. You must remove the parent-child relationship before you can merge them.
Please note: merging two duplicates can trigger a workflow if the newly updated properties match any of the workflow triggers.
In your object homes, you can view your records. You can filter these records based on their property values...
Professional and Enterprise accounts can customize the default HubSpot score contact property to qualify...
Export your records (e.g., contact records) in your HubSpot account. You can also view a list of the exports...