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Find and merge duplicate contacts in Naffes CRM

Duplicates creep in with every import and every customer who writes from a different address. The merge tool in Naffes CRM scans contacts in the background, suggests likely pairs, and lets you pick the right value for each field before combining two records into one.

Last updated2 min read

Requirements

  • Plan: Data Quality, including duplicate detection and merging, is part of Pro and Enterprise and available during the free trial. It is not in Free or Starter.
  • Scope: contacts are matched by email, phone or name, and companies by domain or name. Deals are not scanned.

Scan and merge

  1. Start the scan

    On Contacts, tick records and choose Merge duplicates in the bulk actions bar. A “Looking for duplicates in the background” message appears, and you can keep working.

  2. Open the review

    When it finishes you see “Duplicate detection complete” or “N possible duplicate(s) found” with a Review button. You can also click Merge duplicates on the Contacts toolbar, or open Data Quality and its duplicates tab.

  3. Review each pair

    Under Duplicate candidates, each pair shows a match score such as “92% match” and how many fields conflict. Compare the Original and the Duplicate side by side.

  4. Pick values and merge

    For each conflicting field, choose the value to keep, then click Merge. If the pair is not really the same person, choose Not a duplicate.

What a merge does

Related records, such as deals and notes, move to the surviving record, and the other one is soft-deleted. Keep the record with the richer history, and choose the newest values for fields like job title and mobile.

Important

A merge cannot be undone from the UI. Check conflicting fields carefully, especially email and mobile, since they are how incoming messages find the contact.

Example: “Omar Haddad” exists twice, once from a website form with his work email and once from a WhatsApp chat with his mobile and profile name. The pair shows a high match; you keep the email from the first record and the mobile from the second, and his details now sit on one record instead of two.

Reduce duplicates at the source

  • Turn on Dedupe existing for every spreadsheet import.
  • Incoming WhatsApp and SMS messages are matched to contacts by phone number, so a customer whose number is missing or wrong on file gets a second record the first time they write. Complete the numbers on key records before that happens.
  • A contact's full page warns when the contact already has an active deal, which prevents duplicate deals.
  • The data health dashboard flags incomplete contacts, such as those with no email, phone or owner.

For more on managing contacts, see contacts and companies.

Questions

Questions 2

Can I scan for duplicate companies?

The scan engine matches companies by domain or name, but a company scan cannot be started from the UI today; scans start from the contacts list.

Is my work blocked while the scan runs?

No. The scan runs in the background and you are told when it ends. If it does not finish, whatever it found so far is ready to review.