--- title: Deduplication records description: HubSpot helps keep your CRM data clean and accurate by automatically and manually deduplicating records. --- [Skip to content](https://demo.hubspotasia.com/knowledgebase/deduplication-records#main-content) [![hy\_digital\_logo](https://demo.hubspotasia.com/hs-fs/hubfs/Hy_20logo_01.png?width=40&height=40&name=Hy_20logo_01.png)](https://hy.digital/) - [Home](https://hy.digital/) Open main navigation Close main navigation - [Home](https://hy.digital/) - [Contact us](mailto:support@hy-digital.com) [Contact us](mailto:support@hy-digital.com) How can we help you? - There are no suggestions because the search field is empty. 1. [Help Center](https://demo.hubspotasia.com/knowledgebase?hsLang=en) 2. [CRM](https://demo.hubspotasia.com/knowledgebase/crm?hsLang=en) # Deduplication records ## HubSpot helps keep your CRM data clean and accurate by automatically and manually deduplicating records. Whether you're importing data, capturing form submissions, or managing contacts and companies manually, HubSpot offers several ways to prevent duplicate entries across your database. ### **Automatic Deduplication in HubSpot** HubSpot automatically deduplicates records based on the following properties: | **Object Type** | **Deduplication Method** | | --- | --- | | **Contacts** | Email address, User token (cookie), Record ID, Unique value property | | **Companies** | Company domain name, Record ID, Unique value property | | **Deals, Tickets, Products, Custom Objects** | Record ID, Unique value property | ### **Deduplicate Contacts by User Token** - When a contact submits a form, HubSpot uses the browser cookie to identify the user. - If two form submissions come from the same device and browser, they are merged into a single contact—even if the email address differs. - You can prevent merging by enabling **“Always create new contact for new email”** in form options. --- ### **Deduplicate Contacts by Email Address** - **Manual entry**: HubSpot will block creation of a new contact if the email already exists. - **Form submissions**: HubSpot updates the existing contact if the email matches. Secondary emails may overwrite the primary email. - **Imports**: - If a matching email exists, HubSpot updates that contact. - If multiple records match, HubSpot throws an error. - To avoid overwriting the primary email via imports, do **not** include Record ID with a secondary email. --- ### **Deduplicate Companies by Domain Name** - HubSpot checks the **primary Company domain name** to detect duplicates. - You can only deduplicate via domain if it's set as primary. Secondary domains are ignored. - When importing, HubSpot will deduplicate by domain name unless a unique custom property is selected. > 🚫 Companies created via **API or sync apps** are *not* deduplicated by domain. --- ### **Deduplicate Records by Record ID** You can deduplicate **contacts, companies, deals, tickets, products, and custom objects** using Record IDs: - Export records to obtain their Record IDs. - Include the Record ID column in your import file. - During import, HubSpot will match and update records with matching IDs. --- ### **Deduplicate Using Custom Unique Value Properties** Each object can have up to **10 custom properties** that require unique values. These are helpful when using values like order numbers or employee IDs. - **Manual entry**: HubSpot prevents saving duplicate values. - **Imports**: Deduplication is supported using these properties. - **Forms**: Unique value validation is **not** supported in form submissions. --- #### **Manual Deduplication (Professional & Enterprise Only)** You can review and manage possible duplicates using HubSpot's **duplicate management tool**. ### **Access the Tool:** - Go to **CRM \> Contacts** or **CRM \> Companies** - In the top-right, click **Actions \> Manage duplicates** ### **How It Works:** HubSpot compares the following properties: - **Contacts**: First Name, Last Name, Email, Phone, Company Name, IP Country, Zip Code - **Companies**: Company Name, Domain Name, Industry, Phone Number, Country > The tool scans your records daily and shows up to: - **5,000 duplicate pairs** (Operations Hub Professional) - **10,000 duplicate pairs** (Operations Hub Enterprise) --- ### **Review and Merge Duplicates:** 1. Click **Review** next to a duplicate pair. 2. Compare properties side-by-side. 3. Select the record you want to keep and click **Merge**. - Choose which values to retain (Enterprise only) 4. Click **Reject** if the records are not duplicates. 5. Click **Review rejected duplicates** to undo a rejection if needed. > You can filter results by owner, lifecycle stage, or discovery date. --- ### **Bulk Merge or Reject (Pro & Enterprise only)** - Select checkboxes next to duplicate pairs. - Click **Merge all** or **Reject**. - Choose a **merge criterion**: - Most recent engagement - Oldest engagement - Created first / last - Most recently updated By leveraging HubSpot’s automatic and manual deduplication tools, you can maintain a cleaner CRM, avoid redundant data, and ensure better reporting and segmentation across your teams. - [Onboarding](https://demo.hubspotasia.com/knowledgebase/onboarding?hsLang=en) - [CRM](https://demo.hubspotasia.com/knowledgebase/crm?hsLang=en) - [Set Up](https://demo.hubspotasia.com/knowledgebase/set-up?hsLang=en#main-content) - [CRM](https://demo.hubspotasia.com/knowledgebase/set-up?hsLang=en#crm) - [Sales](https://demo.hubspotasia.com/knowledgebase/sales?hsLang=en#main-content) - [sales tool](https://demo.hubspotasia.com/knowledgebase/sales?hsLang=en#sales-tool) - [Marketing](https://demo.hubspotasia.com/knowledgebase/marketing?hsLang=en#main-content) - [Email](https://demo.hubspotasia.com/knowledgebase/marketing?hsLang=en#email) - [Service](https://demo.hubspotasia.com/knowledgebase/service?hsLang=en) - [Home](https://hy.digital/) [![hy\_digital\_logo](https://demo.hubspotasia.com/hubfs/Hy_20Digital_20.svg "hy_digital_logo")](https://hy.digital/) ## **Hy Digital | HubSpot Gold Partner Agency in Thailand** 709/23 Soi Onnut 7, Sukhumvit 77 Road, Onnut, Suanluang, Bangkok, 10250 Thailand [mailto:hello@hy-digital.com](mailto:hello@hy-digital.com) Copyright © 2025, Hy Digital