At Keela, we take de-duplication (or "de-duping") very seriously! Whether you're working with an existing contact list or importing a new one, it's important to have a clean contact database, so we've made it easy to clean up your contacts.
Our 'Manage Duplicates' tool lets you search for duplicates when you import contacts and in your existing contact list. With a few clicks, you can clean up duplicates and update your contact database!
Keela identifies duplicate contact records by using one of four pieces of information:
Primary Email Address
This is the easiest way to address duplicate records, since the likelihood of two people having the exact same email address is low.
If there is more that one contact with the same email address, Keela will flag the records as potential duplicates and allow you to manage them based on your needs.
Contact ID Code
The Contact ID code is an identifier unique to each contact that is generated by Keela when you create or import a contact's information.
It is possible that not all of your contacts will have email addresses, and this ID code will substitute for an email address, allowing Keela to flag records with the same Contact ID.
First and Last Name
Duplicates can also be identified using first and last name.
While this can be useful, we advise against using only name as an indicator of identity, since more than one person can have the same name. This can lead to Keela flagging "false duplicates", records for different individuals in your contact database who have the same name but are misidentified as duplicate records.
As a last resort, in the absence of a primary email address, Contact ID, or name, Keela can match duplicates based on organization name.
Manage Your Existing Contact Database
Even when you take precautions to clean up duplicate contacts when importing or creating contacts, it's still possible that your Contacts database may have duplicate records.
Cleaning up your existing Contacts is simple and easy.
Open the 'Manage Duplicates' Tool
Navigate to your Contacts screen. Click on the gear icon to the right of the Contacts title bar and select "Manage Duplicates".
Keela will search through your Contacts and return a list of contacts who are already in your Contacts list that match other contacts within that list.
Duplicate records are displayed by name, with an indication of how many potential duplicates there are for each contact. Underneath, the names and emails for each are shown, along with the date that the contact record was created. For each potential duplicate contact, you have the option to merge or ignore the records.
You can address each contact individually or ask Keela to handle them as a group.
Handling Duplicate Records
You went through the de-duping process and Keela found duplicate records! Now what?
Keela allows you to deal with duplicate contacts in three different ways. We recommend that you check your records carefully, since this process cannot be reversed.
Scenario: If 'John Smith' exists twice within your Keela database, here is the result of each action you may choose...
Merge - The two 'John Smith' contact records will be merged into one - note that the contact checked-off as the 'Primary' will have their data remain as the primary data.
For example, if two physical addresses exist, the contact that is selected as 'Primary' will have their address remain as the Primary Address, in the newly merged contact record.
Ignore - Simply put, the two contact records for 'John Smith' will remain separate, regardless of their potential to be duplicates. Neither contact record will be altered.