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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’s native deduplication tool only works with standard properties like email and company name, not custom fields like contract numbers. This forces you into time-consuming manual export cycles that are prone to errors.
Here’s how to set up automated duplicate detection that runs continuously without any manual work on your part.
Set up automated contract number duplicate detection using Coefficient
Coefficient connects HubSpot directly to HubSpot with live data sync, letting you monitor custom fields that HubSpot’s native tools can’t handle. You get real-time duplicate detection with automated alerts when issues pop up.
How to make it work
Step 1. Import your HubSpot data with contract numbers.
Connect Coefficient to HubSpot and import all records containing your contract number custom field. Set up scheduled refreshes to run hourly or daily so new records get checked automatically as they’re added to your system.
Step 2. Create duplicate detection formulas.
In adjacent columns, use COUNTIF formulas to identify duplicate contract numbers: =COUNTIF($B:$B,B2)>1 where column B contains your contract numbers. This formula will return TRUE for any contract number that appears more than once in your dataset.
Step 3. Set up visual alerts with conditional formatting.
Use your spreadsheet’s conditional formatting to automatically highlight duplicate rows based on your detection formula. This gives you instant visual confirmation when duplicates appear in your data.
Step 4. Configure automated notifications.
Set up Coefficient’s alert system to send Slack or email notifications when new duplicates are detected. Customize the messages to show the specific contract number and affected records so your team knows exactly what needs attention.
Step 5. Create filtered views for easy resolution.
Build filtered views that show only duplicate records, then use Coefficient’s export functionality to update or merge records back in HubSpot. This streamlines your cleanup process without switching between multiple tools.
Stop manual duplicate checking for good
This automated approach eliminates manual exports entirely while providing real-time duplicate monitoring that HubSpot can’t achieve with custom fields. Get started with Coefficient to set up your automated duplicate detection system.
