Find duplicates¶
Why this matters¶
In any business with several sales reps and agents entering contacts, leads, or companies, you end up with duplicates: two records of the same customer with name variations, two companies with different registered names but the same tax ID. Duplicates break reports, generate duplicate customer emails, and confuse the team.
Find duplicates detects duplicate candidates in any module and lets you merge them into a single canonical record.
Get to the tool¶
In any entity-type module (Contacts, Companies, Leads, Cases), Find duplicates button in the list view top bar.
How detection works¶
Two strategies:
- Exact match — same email, same phone, same tax ID.
- Approximate match — similar but not identical names.
Results are grouped with a confidence score (high, medium, low).
Review and merge¶
- Pick a group.
- Compare field by field side by side.
- If they're duplicates: pick the surviving record → merge.
ZaazCRM: - Keeps the surviving record. - Reassigns every relationship (leads, cases, quotes, emails, files) to the survivor. - Marks the others as deleted (soft-delete).
When to run find duplicates¶
- Before generating monthly reports — duplicates inflate numbers.
- After importing data — importers are the main generators.
- When a new sales rep joins — clean up before they add more data.
Watch out for¶
- Merging is irreversible.
- Don't merge different contacts with similar names. Verify with a unique data point.
- Approximate detection generates false positives.
- Don't abuse merging "to clean up". Two customers with a common surname aren't duplicates.
Where to next¶
- Web forms — common duplicate source.
- In Part 6 (Administration), configure detection criteria.