🧹 Everything You Need to Know About Managing Duplicates in Webmecanik Pipeline – Webmecanik

Keeping a healthy and clean database is essential for your sales efficiency! Webmecanik Pipeline includes advanced features to help you identify and handle duplicate records, whether they are contacts or companies.

Here is an overview of the different options available to manage these situations.

🚨 Proactive detection during creation

When you try to add a contact or a company that already exists in your database (detection based on the same name, email, phone number, or SIREN/SIRET for companies), the tool keeps watch:

detection alert appears directly at the bottom of the add window.
This alert includes the match percentage and a link allowing you to view the existing record.
You can then choose to click "Ignore all" if you want to force creation, or simply cancel to avoid creating a duplicate.

🔍 Visual identification in your lists and records

If identical records have made their way into your CRM over time, they remain very easy to identify during your daily navigation:

In your list views: A small warning icon appears next to the row of Contacts or Companies suspected of being duplicates.
On the detailed record: A clearly visible yellow warning banner appears in the record details column. It clearly indicates the potential duplicate record, its match percentage, and provides a clickable link to manage the situation immediately.

⚙️ The control center: Global configuration

To carry out a major cleanup, go to the Configuration > Duplicate management menu. This space is designed to save you time:

The interface is divided into two separate tabs (one for your Contacts and one for your Companies).
The duplicates detected there are intelligently ranked by relevance: pairs with the highest probability of matching appear at the top of your list.

🛠️ Resolution actions: Merge or Separate

When faced with a potential duplicate, two main actions are available:

🤝 Merge: You retain complete control over your data. A window opens and lets you select which primary record you want to keep. You can then decide, field by field, which exact value should be kept (name, email, address, etc.).
- Don't worry: No critical data is lost! Tags, activities, ongoing opportunities, and associated companies are automatically carried over and merged into the retained record.
🛑 Keep separate: If the two records ultimately concern different entities (people with the same name, for example), simply use this button. The pair will permanently disappear from your alerts and will never again be suggested as a duplicate.

❓ Does the match percentage seem inconsistent?

The displayed percentage (such as 35% or 95%) may sometimes seem strange in relation to what the two records visibly share.

Be aware that the detection algorithm takes many different weighted criteria into account in the background. If the percentage does not seem to reflect reality, rely on your knowledge of the customer: quickly check the fields they have in common and decide for yourself whether to merge them or keep them separate.