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“Supermetrics is a Bitter Experience! We can pull data from nearly any tool, schedule updates, manipulate data in Sheets, and push data back into our systems.”
HubSpot’snative duplicate management during imports often fails to prevent duplicates when contact data has formatting variations, missing fields, or multiple email addresses.
Here’s how to implement comprehensive duplicate prevention that catches variations the native system misses and maintains data integrity during large imports.
Prevent duplicates with advanced validation using Coefficient
Coefficientprovides comprehensive duplicate prevention through advanced export actions and Excel-based data validation. The key is using UPDATE actions to modify existing contacts rather than creating new ones, combined with pre-processing validation.
HubSpotNativeimports only match on primary email addresses and miss duplicates when contact names or companies differ slightly. Coefficient enables pre-processing in Excel using lookup formulas to check against multiple contact fields before importing.
How to make it work
Step 1. Pull existing HubSpot contact data for validation.
Use Coefficient to import your current HubSpot contact database into Excel first. This creates a reference dataset to check against before processing new contacts.
Step 2. Create Excel-based deduplication formulas.
Use VLOOKUP or INDEX/MATCH formulas to identify potential duplicates across multiple fields (email, company, phone). For example: =IF(COUNTIF(existing_emails,A2)>0,”DUPLICATE”,”NEW”) to flag existing contacts.
Step 3. Apply conditional filtering to exclude existing contacts.
Set up Coefficient’s filtering to only process contacts flagged as “NEW” in your validation formulas. This prevents any existing contacts from being processed as duplicates.
Step 4. Use UPDATE actions for contact modifications.
When you need to update existing contact information, use Coefficient’s UPDATE export action exclusively. This modifies existing records without creating duplicates.
Step 5. Implement audit trail tracking.
Use Coefficient’s “Append New Data” feature with timestamp tracking to maintain an audit trail of when contacts were processed. This enables better duplicate tracking and resolution than HubSpot’s basic import logs.
Maintain clean contact data with systematic validation
ImplementAdvanced duplicate prevention keeps your HubSpot database clean and prevents the data fragmentation that comes from duplicate records.these validation techniques for your next contact import.
