Category: Excel

Choosing which duplicate record to keep requires more than guesswork. You need formulas that evaluate data completeness, recency, and engagement levels to make smart decisions about your master records.

These Excel formulas will help you systematically identify the best record from each duplicate group using objective criteria.

Smart duplicate detection with enhanced formulas using Coefficient

HubSpotCoefficientWorking with livedata throughlets you implement sophisticated duplicate detection formulas that update automatically as your data changes.

How to make it work

Step 1. Set up basic duplicate identification formulas.

Useto identify records sharing the same email and company. This formula returns TRUE when duplicates exist, giving you a clear flag for each record group.

Step 2. Find the most recent record in each duplicate group.

Applyas an array formula to locate the most recently created duplicate. Replace column D with your “Created Date” field to prioritize newer records automatically.

Step 3. Identify records with the most recent activity.

Useto find the record with the most recent activity date. This helps you keep the most engaged contacts as your master records.

Step 4. Create a data completeness scoring system.

Build a formula liketo count filled fields. Weight different properties by multiplying by importance factors:gives email addresses triple weight.

Step 5. Combine criteria for master record selection.

Create a comprehensive scoring formula:where F2 contains your combined completeness and recency scores. This automatically flags the best record in each duplicate group.

Make data-driven deduplication decisions

Try Coefficient freeThese formulas eliminate guesswork by scoring records on objective criteria like completeness and engagement. Ready to implement systematic duplicate detection?and let your formulas do the heavy lifting.

Traditional HubSpot CSV imports create new duplicates when email formatting is inconsistent or required fields are missing. Timing gaps between export and reimport allow new records to be created, making your deduplication efforts counterproductive.

Here’s how to implement bulletproof validation that prevents duplicate creation before it happens, ensuring your clean data stays clean.

Real-time duplicate prevention with validation logic using Coefficient

CoefficientHubSpoteliminates duplicate creation risks by providing real-time validation and direct API integration that bypasses traditional import vulnerabilities withdata.

How to make it work

Step 1. Implement real-time email uniqueness checking.

Useto flag potential email duplicates before export. Since Coefficient maintains live connection to HubSpot, this validation occurs against current data, not outdated snapshots. Any emails appearing more than once get flagged for review.

Step 2. Validate email format consistency.

Applyto ensure clean email formatting. This prevents the formatting inconsistencies that cause HubSpot to treat “john@company.com” and “john@company.com ” as different records.

Step 3. Check required field completeness.

Create validation formulas liketo ensure all required fields are populated before export. Missing required fields often trigger new record creation instead of updates during traditional imports.

Step 4. Implement conditional export logic.

Set up conditional exports that only process records passing all validations:where columns D, E, and F contain your validation results. Records failing validation get skipped automatically.

Step 5. Use UPDATE mode exclusively for existing records.

Configure Coefficient’s export actions to UPDATE mode only, which modifies existing records without creating new ones. Unlike CSV imports that default to “create new records,” UPDATE mode provides explicit control over record creation.

Step 6. Monitor validation results with error reporting.

Track export success and failure rates through Coefficient’s built-in reporting. Any validation failures get flagged with specific error messages, allowing you to address issues before re-attempting the export.

Stop duplicates before they start

Try Coefficient freeReal-time validation with conditional exports provides 100% duplicate prevention compared to traditional CSV imports that rely on post-import cleanup. Ready to implement bulletproof duplicate prevention?and keep your data clean from the start.

Building VBA scripts for HubSpot duplicate merging creates ongoing maintenance headaches and compatibility issues. Custom code requires constant updates as HubSpot’s API changes, plus debugging skills that most teams lack.

Here’s how to get enterprise-grade automation without the technical debt and coding complexity of custom VBA development.

Replace VBA complexity with built-in automation using Coefficient

CoefficientHubSpotprovides pre-built automation capabilities that surpass custom VBA scripts while eliminating maintenance burdens and compatibility issues withdata.

How to make it work

Step 1. Set up automated duplicate detection workflows.

Configure scheduled daily or weekly imports to identify new duplicates automatically. Use Coefficient’s scheduling feature to run deduplication checks during off-hours, with Slack and email alerts when duplicate thresholds are exceeded.

Step 2. Apply merge logic with Formula Auto Fill Down.

Create your duplicate resolution formulas once, then let Coefficient automatically apply them to new rows during data refreshes. No VBA loops or error handling required – formulas expand automatically as data grows.

Step 3. Implement conditional export automation.

Replace complex VBA decision trees with conditional exports that only process records when your conflict resolution formulas return “TRUE”. Export merged records, DELETE duplicates, and UPDATE master records based on spreadsheet logic.

Step 4. Configure automatic validation and execution.

Set up workflows that validate merge logic against current HubSpot data before executing updates. Unlike VBA scripts that can crash on API changes, Coefficient’s built-in validation prevents errors before they occur.

Step 5. Monitor results with automated reporting.

Receive email notifications summarizing records processed, conflicts resolved, and any issues requiring attention. Built-in error handling provides clear feedback without debugging VBA runtime errors.

Get enterprise automation without coding headaches

Try Coefficient freePre-built automation features provide reliability and scalability that custom VBA can’t match, plus team collaboration without sharing complex code. Ready to automate duplicate management professionally?and skip the VBA development entirely.