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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.”
Duplicate customer records create major problems during bulk imports, leading to messy data, confused sales teams, and inaccurate reporting. Traditional import methods often create duplicates when email addresses don’t match exactly or when customers have slight name variations.
This guide shows you how to prevent duplicates before they happen and manage existing records intelligently during the import process.
Prevent duplicates with smart export actions using Coefficient
CoefficientHubSpotprovides sophisticated duplicate prevention tools forimports through pre-import detection and smart export actions. Instead of creating new records that might duplicate existing ones, you can update existing contacts or conditionally create new records only when they don’t already exist.
The key is using HubSpot’s email-based deduplication system effectively. Since HubSpot treats email addresses as unique identifiers, Coefficient can update existing contacts when email addresses match or create new records when they don’t, eliminating most duplicate scenarios.
How to make it work
Step 1. Import existing HubSpot contacts as a reference dataset.
Use Coefficient to pull your current HubSpot contacts with key fields like email, phone, and name. This creates a reference list for identifying potential duplicates in your Excel data.
Step 2. Create comparison columns in your Excel sheet.
Add helper columns that use VLOOKUP or INDEX/MATCH functions to compare your new customer data against the existing HubSpot contacts. Flag records as “EXISTS” or “NEW” based on email address matches.
Step 3. Set up conditional export logic.
Use Coefficient’s conditional export feature to process records differently based on your comparison results. Set up formulas to determine whether each record should use UPDATE, INSERT, or SKIP actions.
Step 4. Use UPDATE action for existing contacts.
For customers flagged as existing, use Coefficient’s UPDATE action to modify current records instead of creating duplicates. This works when you have the HubSpot Record ID or when email addresses match exactly.
Step 5. Apply filtering to exclude confirmed duplicates.
Use Coefficient’s filtering capabilities to exclude records you’ve identified as duplicates, processing only clean, new customer data through INSERT actions.
Step 6. Schedule ongoing exports with duplicate prevention.
Set up regular exports that automatically update existing records rather than creating new ones, maintaining data cleanliness as you add customers to your Excel database over time.
Keep your customer data clean automatically
Implement intelligentSmart duplicate prevention eliminates the cleanup work typically required after bulk imports and maintains data quality over time. Your customer database stays organized without manual deduplication efforts.duplicate management today.
