How to Remove Duplicate Contacts in Salesforce CRM in 4 Ways
Overview: If one is searching for smart ways to remove duplicate contacts in Salesforce, then this guide will help you to easily resolve problem and clean your customer relationship management effectively.
In every business, one handles all customer data using database like Salesforce. However, duplication of contacts is most common error faced by CRM users. These redundant entries can confuse many users, resulting in less productivity with respect to sales and other performance parameters. It becomes essential to fix it permanently. So, in this article, we will guide users on how to delete duplicate contacts in Salesforce CRM using built in feature by Salesforce, manually merging duplicate entries, using its reports, and using automated software to eliminate these duplicate contacts.
If you are unable to handle CRM database that contains duplicate contacts, then you can download SysTools Duplicate Contacts Remover Tool. This is best software to remove duplicate contacts from Salesforce database without losing original data integrity. User just has to run and add VCF files and select remove duplicates option to start elimination process. Try its demo version for free.
Why Does Salesforce Contains Duplicate Contacts?
These recurring contacts appear in CRM due to daily tasks done in Salesforce. So, before anyone jumps into solutions, it is important to know root causes for why contact occurs. Let’s see possible reasons listed below:
- Uploading same Excel or CSV data files multiple times.
- Adding contact data manually by several different users.
- Other third party applications that are interlinked with Salesforce create duplicate data during synchronization process.
- Using different formats for contact items like name, phone number, email ID, etc.
- Duplicate checking rules are disabled in CRM salesforce.
- Converting leads into contact entries many times.
And with the increase in usage, these redundant contacts are making your CRM database cluttered, which is making data management challenging. Thus, remove duplicate contacts in Salesforce CRM is necessary.
How to Remove Duplicate Contacts in Salesforce – 4 Simple Methods
In this next section, we are going to cover best approaches that can help users to delete duplicate contacts in CRM Salesforce without losing database structure. One can choose ways according to their business and organization requirements. Here are both manual and advanced techniques mentioned below:
- Try Salesforce Built in Feature
- Manually Combining Redundant Contacts
- Using CRM Reports
- Use Expert Suggested Software
Let’s walk through their explanation one by one.
Method 1: Try Salesforce Built in Feature
Users can use built in duplicate management option that enables users to replicate contacts, which is offered by Salesforce CRM. User can delete duplicate contacts in Salesforce based on rules, alerts, and their comparison. Now, check it steps listed below:
- Configure your CRM Salesforce account.
- Go to Setup and look for duplicate rules in search tab.
- Open matching rules and make new rules for contacts.
- Now, choose filters such as name, email ID, mobile number, etc.
- Enable it and launch matching rules.
- Create one new rule for duplicate contacts.
- Select options to block repeated contact or alerts.
- Finally, save it and activate rules.
- No installation required as it is built in option on CRM Salesforce.
- Simple and easy to operate.
- Very limited access to eliminating duplicate contacts.
- Needs manual effort for verification.
Method 2: Manually Combining Redundant Contacts
This is another simple way where if someone has important contacts but gets duplicated, then instead of removing, one can join them.
Look for steps:
- Go to Contacts section in Salesforce.
- Look for duplicate entries and select single record.
- Press Merge contacts option.
- After clicking, it will display similar entries to you.
- Now, compare all redundant contacts.
- Select contact record along with its important items that you want to keep.
- Lastly, click on Merge and confirm it.
- Ideal for small CRM databases.
- Maintains important details with main contact.
- Do not support bulk deletion.
- Vey time taking process.
Method 3: Delete Duplicate Contacts in Salesforce Using Reports
CRM Salesforce reports enable users to scan and detect repeated entries on several filters, such as name, email address, number, etc. Follow given steps below:
- Open your Salesforce account.
- Navigate to Reports tab, then press New Report and choose Contacts & Accounts report option.
- Apply filters such as same name, same number, etc.
- Launch your created report and look for duplicates.
- Check all duplicate entries carefully.
- Select unnecessary redundant contacts from list.
- At last, remove all replicate contacts.
This solution helps users to bulk identify and delete unwanted contacts efficiently.
Note: Above manual solutions can resolve your problem, but these are very time taking and not reliable and accurate. These cannot maintain original CRM data integrity, which disorganizes structured Salesforce database. For instant and secure results, we recommend using certified approach that can easily and automatically delete duplicate contacts in Salesforce and avoid challenges faced using manual method. Let’s understand it quickly.
How to Delete Duplicate Contacts on Salesforce Using Dedicated Tool?
If your organization or business is working on large CRM dataset that contains duplicate contacts, we recommend using an automated software, which is SysTools vCard Duplicate Remover Tool. This professional solution helps to quickly scan and remove duplicate contacts in Salesforce without changing any contact data structure. Also, it allows bulk elimination from VCF (vCard) files.
Moreover, this approach is recommended by experts as it can save both time and effort that can be used in more effective work. This advanced utility supports both Windows and Mac machines for deduplication of contacts. Download and try it for unlocking more features. Let’s move to its working.
Steps Guide to Remove Duplicate Contacts in Salesforce
- Download and run the aforementioned software developed by SysTools.
- Tap on Add File or Folders option to import Salesforce contact file into system.
- Select Destination Path to store cleaned data files.
- Now, choose dual removal mode, which is Within or Across File option.
- Tap Delete Permanently as deduplicate action mode.
- After it, select Advanced Filters like name, mobile number, email ID, etc.
- Lastly, click Remove Duplicates button to remove duplicate contacts in Salesforce CRM.
Tips to Prevent Duplicate Contacts on Salesforce
If you have cleaned your existing duplicates, then users are suggested to follow these best practices, which help them in future. Here are some of them mentioned below:
- Always take backup of your contacts data before making any changes.
- Enable duplicate rules to check redundancies in Salesforce.
- One can verify data file before uploading in CRM.
- Do not import same data file multiple times.
- Maintain same format for name, email address, and other items.
- To bulk remove duplicate contacts in Salesforce, use an automated solution.
Conclusion
We concluded this article by explaining how to remove duplicate contacts in Salesforce CRM using proven techniques that include both manual and automated methods. Whether your organization is dealing with large datasets, then we recommend using professional solution that quickly delete duplicate contacts in Salesforce and effectively cleans your database. One can easily prevent problems in future and help in enhancing business performance.
