CRM Deduplication Ongoing Tool - Project Details / Task List
Tag: crm-dedup
Total Hours: 15h
Structure: Single Milestone (<=50h)
Milestone: CRM Deduplication Ongoing Tool
Description: A technical implementation project that deploys and configures dedicated deduplication software within the CRM environment to automate the ongoing identification, prevention, and merging of duplicate records across Contacts, Leads, and Accounts/Companies.
Task List: (CRM Dedup) 1. Assessment & Configuration
Contains: Parts 1-2
| Task | Est | Description |
|---|---|---|
| 1. Audit Current Duplicate Landscape | 1.5h | Analyze the existing CRM to understand the scope and sources of duplicate records. End state: Documented assessment of duplicate volume, affected objects, and root causes. • Run duplicate reports in CRM for Contacts/Leads and Accounts/Companies • Identify common duplicate patterns (email variations, company name inconsistencies, typos) • Document duplicate sources (manual entry, imports, form submissions, integrations) • Quantify the duplicate rate per object (e.g., "15% of Contacts have duplicates") • Interview RevOps/Sales Ops on current manual deduplication pain points • Review any existing deduplication rules or validation checks in place |
| 2. Define Tool Requirements and Evaluate Options | 1.5h | Document requirements and evaluate deduplication tool options against client tech stack and needs. End state: Shortlist of 2-3 tools with feature comparison matrix. • Document CRM platform (Salesforce vs HubSpot) and edition/tier • List integration requirements (sync between CRM and MAP, third-party tools) • Define key requirements: fuzzy matching, automated vs on-demand, preview capability, unmerge/rollback • Research and compare tools: Openprise, Ringlead, DemandTools, Insycle, Dedupely, native CRM tools • Evaluate on: matching algorithms, automation capabilities, audit trails, cost per user • Create comparison matrix with pros/cons for client review |
| 3. Select Tool and Secure Budget | 1h | Present tool recommendation and get client approval for procurement. End state: Tool selected with budget approved and procurement initiated. • Prepare recommendation summary with top 1-2 options • Document total cost of ownership (licensing, implementation, ongoing maintenance) • Present to client stakeholders with business case • Get budget approval and initiate procurement/trial • Confirm admin access will be provisioned |
| 4. Set Up Tool Account and CRM Connection | 1h | Create the deduplication tool account and establish connection to the CRM with proper API permissions. End state: Tool connected to CRM and ready for configuration. • Create deduplication tool account (admin and user accounts as needed) • Connect to Salesforce/HubSpot via OAuth or API key • Grant required API permissions (read/write for Contacts, Leads, Accounts, Companies) • Verify connection status in tool dashboard • Document credentials and admin access for client handoff |
| 5. Configure Matching Rules for Contacts/Leads | 1.5h | Set up duplicate matching rules for person records (Contacts and Leads). End state: Matching rules configured to catch exact and fuzzy duplicates on person records. • Define primary matching field (email address for B2B) • Configure fuzzy matching rules for name variations (Sara K. vs Sarah Khan) • Set matching thresholds/confidence scores for auto-merge vs manual review • Add secondary matching criteria (phone, company, domain) • Configure cross-object matching (Contacts vs Leads deduplication) • Test rules with sample data to verify accuracy |
| 6. Configure Matching Rules for Accounts/Companies | 1h | Set up duplicate matching rules for company records. End state: Matching rules configured for Accounts/Companies with domain and name variations. • Define primary matching field (domain/website for B2B companies) • Configure fuzzy matching for company name variations (Inc vs Incorporated, typos) • Handle parent/child account relationships appropriately • Set confidence thresholds for auto-merge vs manual review • Address HubSpot-specific setting: disable auto-create company from contact activity if synced • Test rules with sample company data |
| 7. Define Master Record Selection Rules | 1h | Configure rules for which record survives as the master when merging duplicates. End state: Master record selection criteria defined and configured. • Define master record criteria: most complete data, most recent activity, earliest created • Configure field-level survivorship rules (which field values to keep) • Ensure work email addresses are prioritized over personal for B2B • Set rules for preserving opt-out/unsubscribe preferences (critical for compliance) • Configure handling of related records (activities, opportunities, notes) • Document master selection logic for team reference |
Task List: (CRM Dedup) 2. Automation & Rollout
Contains: Parts 3-4
| Task | Est | Description |
|---|---|---|
| 8. Configure Real-Time Duplicate Prevention | 1h | Set up preventative deduplication to stop duplicates at point of entry. End state: Validation rules active to alert or block duplicate creation. • Enable real-time duplicate detection on record creation • Configure alert behavior: warn user, block creation, or auto-merge • Set up prevention for web forms/lead capture sources • Configure prevention for data imports/bulk uploads • Test prevention with sample form submissions and manual entry • Verify alerts display correctly to end users |
| 9. Configure Automated Merge Workflows | 1h | Set up scheduled automation to identify and merge duplicates on an ongoing basis. End state: Automated deduplication running on defined schedule with appropriate thresholds. • Define automation schedule (daily, weekly) based on data volume • Set confidence thresholds for automated merges (high confidence only) • Configure lower-confidence matches to queue for manual review • Set up notification for manual review queue • Enable preview/dry-run mode for initial automation runs • Document automation logic and schedule |
| 10. Build Manual Review Queue and Process | 0.5h | Create a workflow for human review of uncertain duplicates. End state: Review queue configured with clear process for RevOps team. • Configure manual review queue in tool • Define which duplicates route to manual review (below confidence threshold) • Set up assignment rules (who reviews which record types) • Create review checklist/criteria for merge decisions • Configure unmerge capability as safeguard for incorrect merges • Document manual review SOP for RevOps team |
| 11. Conduct Thorough Testing | 1.5h | Test all deduplication configurations before production rollout. End state: All matching rules, automations, and prevention validated with test data. • Run matching rules against test data set (known duplicates and non-duplicates) • Verify false positive rate is acceptable (not merging non-duplicates) • Verify false negative rate is acceptable (not missing actual duplicates) • Test master record selection on merge scenarios • Test prevention rules with form submissions and manual entry • Test automated merge workflow in preview mode • Document test results and any rule adjustments needed |
| 12. Run Initial Deduplication with Preview | 1h | Execute first production deduplication run with preview review before committing merges. End state: Initial duplicate backlog cleared with audit trail. • Generate preview report of all detected duplicates • Review preview with client stakeholders for approval • Address any unexpected matches or false positives • Execute merge operation on approved duplicates • Verify related records (activities, opportunities) transferred correctly • Generate post-merge report showing records merged |
| 13. Train RevOps Team on Tool Usage | 1h | Train the RevOps/Sales Ops team on using the deduplication tool for ongoing management. End state: Team trained and confident in using the tool. • Schedule training session (30-45 minutes) • Cover: how to review manual queue, how to run on-demand deduplication, how to adjust rules • Walk through dashboard and reporting features • Demonstrate unmerge/rollback process for incorrect merges • Create quick-reference guide for common tasks • Record session for future team members |
| 14. Hand Off to Client and Establish Monitoring | 0.5h | Transfer ownership to client team with documentation and establish ongoing monitoring cadence. End state: Client self-sufficient with clear monitoring routine. • Transfer admin credentials to client RevOps • Deliver documentation package (configuration settings, matching rules, automation schedule) • Set up monthly/quarterly review cadence for rule tuning • Configure dashboard or report for ongoing duplicate metrics • Schedule 30-day check-in to review tool performance • Close out project |
Summary
- Total Task Lists: 2 (consolidated from 4 Parts)
- Total Tasks: 14 (one per Step)
- Total Hours: 15h
- Generated from: playbook_crm-deduplication-ongoing-tool.md
- Generated on: 2025-12-31