Duplicate Contacts

Welcome to our guide on how to add multiple contacts with the same phone number and email address into your CRM system! If you've ever found yourself scratching your head, wondering how to keep track of different people who share contact details, this article is for you. We're going to show you how to tweak your CRM settings so you can easily manage contacts, even when they have the same phone and email. Ever thought about how to make sure each person is recognized as unique in your system? Or maybe you're curious about what to do if you accidentally create duplicate contacts? Don't worry, we've got you covered.

You'll learn how to adjust your settings to allow for duplicate contacts, how to import contacts with shared information without mixing them up, and what to do if things don't go as planned. We'll even walk you through a practical example to make sure you've got the hang of it. By the end of this guide, managing contacts with shared details will be a breeze, and you'll be ready to tackle any challenges that come your way. So, let's dive in and make your CRM work smarter, not harder!

Introduction

Before importing contacts with shared contact details, it's crucial to adjust your CRM settings to allow for duplicates in certain fields while ensuring unique identification through other means.

Accessing Settings:

Navigate to the 'Settings' section of the CRM. The ‘Business Profile’ section will be opened. Scroll to the 'Contact Deduplication Preferences' section.

Adjusting for Duplicates:

Look for options labeled 'Allow Duplicate Contact' and 'Allow Duplicate Opportunity'.

Ensure both options are enabled. This setting permits the system to accept multiple contacts with identical phone numbers and email addresses.

Importing Contacts with Shared Information

Once the settings are adjusted to allow duplicates, the next step involves importing the contacts while ensuring each individual is uniquely identified despite shared contact details.

Initiating Contact Import:

Go to the 'Contact Import' page within the CRM.
Select 'Import Contact' and upload the file containing your contacts. Click 'Open' followed by 'Next'.

Configuring Import Settings:

Click on 'Advanced' to access more detailed options.

It's crucial to select 'Add New Contact Records'. This option focuses on adding new entries without altering existing ones.

For the crucial step, under 'Skip Existing Contacts Based On', choose 'None'. This instructs the CRM to bypass the default behavior of identifying duplicates based solely on email addresses, allowing the system to create new records for individuals sharing contact details.

Finalizing the Import:

Click 'Submit' to start the import process.

Refresh the page to see the newly added contacts, ensuring that individuals with shared contact details are now uniquely listed in the system.

Practical Example

To illustrate, if you're managing a family's account where two members, Margaret and Javier Ramos, share an email and phone number but need separate records, following the above steps will allow you to create distinct entries for each. After the import, you'll see two entries for Margaret Ramos and two for Javier Ramos, each recognized as a unique contact in the CRM.

Troubleshooting and FAQs

What if I accidentally create duplicates?

The CRM offers tools to merge duplicate contacts, allowing you to consolidate information and maintain clean records.

Can I revert the import if I make a mistake?

While direct reversion isn't typically available, you can delete incorrect entries and re-import the correct information.

Conclusion

Thanks for checking out our guide on how to add multiple contacts with the same phone number and email in our CRM system. We showed you how to change your settings to let you have contacts with the same info, and how to import these contacts so each person is seen as unique, even if they share details like email or phone numbers. This is super helpful for keeping track of family members or friends who use the same contact info. We also talked about what to do if you accidentally make a duplicate or need to fix a mistake. Remember, our support team is always here to help if you get stuck. Thanks for reading, and we hope this makes managing your contacts easier!