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Topics
Accessing the Merge Duplicates feature
Merging duplicates
Merging items that are not duplicates

Merge Duplicates

BF
Breandan Flood, January 3, 2022
Note: Merging duplicates is only available for Admin users or Regular users with the correct permission enabled.

When you have many different team members putting in new data into your Pipedrive account, you're bound to overlap your information and create duplicates. Since not everyone can fully know what every other team member is working on, it's an inevitability of doing business.

Those duplicates can quickly spiral out of control, and all of that data can make it hard to do business effectively — the wrong contact will get added, or two salespeople will reach out to the same customer.
A clean database is an effective database, and one of the best ways to keep a clean Pipedrive database is by using the Merge Duplicates feature.

Note: To better understand how Pipedrive identifies possible duplicates in your account using the Merge Duplicates feature, click here.

Accessing the Merge Duplicates feature

The Merge Duplicates feature can be accessed in a few ways.

The first way is by going to "..." (More) > Merge Duplicates to see the list of possible duplicate people and organizations.

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Once accessed, the Merge Duplicates feature will provide you with a list of potential duplicate people and organizations within your Pipedrive account.

You may also access the Merge Duplicates menu through the Detail View of any person or organization contact that has been flagged as a potential duplicate item.

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The details of these people and organizations — their names, deals, activities, creation date, owner, visibility setting — will be displayed as well. This information is invaluable when helping you decide whether the item is a duplicate, and if so, what information to prioritize when merging items together.

Note: Which items are displayed in the Merge Duplicates feature is dependent on the User viewing it, and their role in the company Pipedrive account. While an Admin User will see any and all potential duplicates, a Regular User will only see duplicates that they have the visibility permissions to see. For this reason, we may suggest leaving merging duplicates up to Admin Users, as they would have a better understanding any duplicates owned by different users.

Merging duplicates

When you have decided that items listed here are actually duplicate items and need to be merged, select which item you wish to be the Primary. The primary item's information will be prioritized in merging, in the event of any conflicting information.

For example, if two Tom Smiths have different phone numbers and are being merged together, the phone number associated with the Tom Smith that has been selected as the Primary will be saved once the merge has been completed.

Once you've chosen your Primary, click the Preview button to continue.
If you've found that the displayed possible duplicates are actually not duplicates at all, simply click the Keep separate button to remove the listing from the Merge Duplicates page.

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Previewing this information will give you a glimpse of how that contact will appear once it has been merged. This is the last stage before fully merging the items, and it is good to keep your eyes open for any incorrect or inconsistent information.

If you find any information you would like to correct in the previous step, feel free to click the Back button to change any information priority before continuing.

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Note: Once two duplicate items have been merged using the Merge Duplicates feature, they cannot be un-merged. If you are not perfectly certain that two items are duplicates, we may suggest erring on the side of caution and waiting for confirmation before proceeding.

Merging items that are not duplicates

Pipedrive has a manual Merging feature in case you come across items that were not identified as duplicates. This feature can be used to merge deals, persons, and organizations.

On the Detail view of the deal, person or organization click on More (...) and select Merge.

The Merge menu will be opened. Enter the deal or contact name that you want to merge in the search bar at the top right corner and, once you select the deal or contact to merge, you will see the information of both items displayed.

Choose which information to keep in case of conflict on the banner at the bottom. Click on Preview and, if everything looks correct, proceed to Merge.

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