Knowledge Base

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

Merge Duplicates

Breandan Flood, November 2, 2023
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 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 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, check out this article.

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.

Once accessed, the Merge Duplicates feature will provide 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 flagged as a potential duplicate item.

The details of these people and organizations – their names, deals, activities, creation date, owner and 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 all potential duplicates, a regular user will only see duplicates they have the visibility permissions to see. For this reason, we suggest leaving merging duplicates up to admin users, since they can see all possible duplicates.

Merging duplicates

When you’ve decided the duplicate items listed here 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 primary Tom Smith will be saved once the merge has been completed.

Once you’ve chosen your Primary, click the “Preview” button to continue.

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 want to correct in the previous step, click the “Back” button to change any information priority before continuing.

Note: Once two duplicate items have been merged using the Merge Duplicates feature, they cannot be un-merged. If you are not certain that two items are duplicates, we suggest 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, people and organizations.

On the detail view of a 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’ll 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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