When there are duplicate records, they can be identified by exporting the data and using an Excel spreadsheet to search for repeated information based on a specific field in the form.
How do I export the data?
Go to the Customers screen;
Click the gear icon on the right side of the listing and keep only the Name, CNPJ, and ID columns visible;
Then, click Tab Actions > Export tab.
After exporting the tab, open the spreadsheet. On the right side of the spreadsheet, create a new column called Tags and fill it with "Duplicate" for all rows corresponding to records identified as duplicates.
⚠️ Important: keep one of the records without the tag. This will be the record that remains in the database and must not be deleted.
How do I import the data?
After saving the spreadsheet, import the records, mapping the Name, CNPJ, Tags, and ID fields.
During the process, configure duplicate detection by the ID field, ensuring that the tags are correctly updated on the existing records.
How do I perform the cleanup?
After completing the import, create a tab to view only the customers marked as duplicates:
Go to the Customers screen and click New tab;
Set the title of the tab and who will be able to view it;
Configure the filter:
Tags > Equal to > Duplicate;
Click Save.
If the duplicate records have no activity (no deals, activities, or links), you can use bulk editing in this tab to delete the duplicate customers.
⚠️ Attention: Bulk editing is irreversible. Before confirming the action, carefully check whether you really want to delete all items in the tab.
Click Tab Actions > Bulk editing;
Select the Delete items option;
Type the requested word to confirm and complete the deletion.
How do I transfer data from duplicates?
In the Duplicates tab, access each identified customer to check whether there are deals or people linked that need to be transferred before deletion.
To transfer deals:
Go to the duplicate customer's screen;
Click the Deals tab;
In the Customer column, change it to the correct customer that should keep the link.
To transfer people:
Go to the duplicate customer's screen;
Click the People tab;
In the Company column, change it to the correct company that should keep the link.
If a column is not visible, click the gear icon at the end of the column listing and add the desired column.
After completing the transfer of the links, go to Options and select Delete customer to remove the duplicate record.
How do I prevent duplicate records?
To prevent duplicate records, you can set certain fields as a Key field. The function of the Key field is to identify information that already exists in the database.
Thus, when trying to register a customer with data that is already registered in that field, the system will display an error in the form, preventing the creation of a duplicate record.
Follow the steps below to set a field as a Key field:
Go to Administration > Fields and Forms;
Select the Customer entity and choose the desired form (Companies or People);
Edit the field you want to set as key;
Enable the Key field option;
Click Save and Save form.
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