When managing a contact database, it's crucial to ensure that contacts with shared details are handled correctly. Before importing contacts that may have overlapping information, it is essential to adjust your settings to suit your preferences. If you wish to allow duplicates in specific fields, ensure each contact is uniquely identified through other criteria. This approach helps prevent issues with data integrity and allows for a more streamlined import process.
Navigate to the Settings section of your account. The Business Profile section will be opened.
Scroll down to the Contact Deduplication Preferences section and adjust the Allow Duplicate Contact toggle according to your preferences. Additionally, configure the primary and secondary search preferences to align with your requirements.
When the switch is toggled on and appears blue, the system will permit new contacts to share the same identifiers as existing contacts. If the option is disabled, importing contacts with identical information will update the existing contact records instead.
If the settings are adjusted to allow duplicates, the next step involves importing the contacts while ensuring each individual is uniquely identified despite shared contact details.
Begin by selecting the Import icon from the Quick Actions panel within the Contacts tab.
Upload the file containing your contacts, and proceed to map the fields.
From the Details page, click on 'Advanced' to access more detailed options.
It is essential to select Add New Contact Records. This option ensures that new entries are added without modifying any existing records.
Under Skip Existing Contacts Based On, select None. This setting instructs the CRM to bypass the default behaviour of identifying duplicates based solely on email addresses, enabling the system to create new records for individuals with shared contact details.
Click 'Submit' to start the import process.
For example, if you are managing a family account where two members share the same email and phone number but require separate records, following the outlined steps will allow you to create distinct entries for each individual. After the import, both members will have separate entries, each recognised as a unique contact within the system.
Following these steps ensures that new entries are added efficiently, without inadvertently updating or overwriting existing records. This method enables you to manage contacts with overlapping information while maintaining a clean and organised system.
Q: What if I accidentally create duplicates?
You can merge duplicate contacts, allowing you to consolidate information and maintain clean records.
Q: Can I revert the import if I make a mistake?
Yes you can revert the import from the Bulk Actions tab.
