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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.”
While Coefficient excels at duplicate detection and alerting, preventing duplicate record creation requires combining Coefficient’s validation capabilities with HubSpot’s workflow and form validation tools. You can’t completely prevent duplicates in real-time, but you can get very close.
Here’s how to set up the closest thing to real-time duplicate prevention using Coefficient’s intelligence with HubSpot’s native prevention mechanisms.
Build proactive duplicate prevention using Coefficient and HubSpot workflows
Coefficient provides the detection intelligence that enables prevention strategies within HubSpot . While true real-time prevention isn’t possible, you can create a system that catches and blocks most duplicates before they cause problems.
How to make it work
Step 1. Create a real-time validation database.
Maintain live imports of existing custom field values from all HubSpot objects using Coefficient. Schedule frequent refreshes every 15-30 minutes for near real-time validation data. Create validation lookup tables that HubSpot can reference through workflows and API integrations.
Step 2. Set up proactive monitoring and immediate alerts.
Configure Coefficient to alert teams within minutes when duplicates are created despite prevention efforts. Generate daily validation reports showing custom field uniqueness for prevention planning. Use pattern analysis to identify common duplicate creation sources like forms, imports, or integrations.
Step 3. Implement HubSpot form validation strategies.
Use Coefficient data to identify existing custom field values and create HubSpot workflows that check form submissions against Coefficient’s validation tables. Implement form field validation using HubSpot’s custom validation rules based on Coefficient’s analysis. Set up conditional form logic that warns users about potential duplicates.
Step 4. Create API integration prevention workflows.
Export validation rules from Coefficient analysis back to HubSpot as custom properties. Create custom properties that flag potential duplicates before record creation. Use HubSpot’s workflow tools to block or flag record creation when duplicates are detected through automated validation.
Step 5. Build automated prevention workflows with override protocols.
Set up pre-creation validation that checks new record data against Coefficient’s live validation database. Create conditional blocking that prevents creation for exact matches while allowing similar matches with warnings. Implement override protocols that allow authorized users to create legitimate duplicates with proper justification.
Step 6. Establish user training and process controls.
Generate Coefficient reports showing duplicate creation patterns by user for targeted training. Create validation checklists based on Coefficient’s duplicate analysis findings. Implement approval workflows for high-risk duplicate scenarios identified through Coefficient’s pattern recognition.
Get as close to real-time prevention as possible
This hybrid approach leverages Coefficient’s superior custom identifier validation while working within HubSpot’s native prevention mechanisms to significantly reduce duplicate creation. Start with Coefficient to build the intelligence layer that makes prevention possible.
