Dealing with duplicates can be a daunting task, especially when integrating two powerful platforms like HubSpot and Salesforce. Duplicates can cause sync errors, create confusion for users, and ultimately hinder your sales and marketing efforts. In this blog post, we’ll explore how duplicates work within the HubSpot-Salesforce integration, common issues, and best practices to manage and eliminate them effectively.
Understanding Duplicates in the Integration
When integrating HubSpot and Salesforce, duplicates can cause significant issues. A duplicate record in either system can confuse the integration, leading to sync errors and data inconsistencies. For example, if a contact exists in both systems but with different information, the integration may not know which record to prioritize, causing discrepancies.
Common Issues with Duplicates
1. Sync Errors: Duplicates can trigger sync errors, preventing data from syncing correctly between HubSpot and Salesforce. This can result in incomplete or inaccurate data, which can impact your ability to make informed business decisions.
2. User Confusion: Users may update one version of a record, not realizing there’s another duplicate, leading to outdated information in the other system. This can cause frustration and inefficiencies as teams struggle to find the correct data.
3. Automation Failures: Workflows and automation rules may fail or behave unpredictably due to duplicate records. For instance, an automated email campaign might send multiple emails to the same contact because of duplicate records.
4. Missed Opportunities: Important records, like potential leads, may get lost if they only exist as duplicates in one system and not the other. This can lead to lost sales opportunities and a poor customer experience.
Best Practices for Managing Duplicates
Manual De-duplication
1. Start in Salesforce: Always begin de-duplication in Salesforce. Use Salesforce’s duplication and matching rules to identify and merge duplicates.
• Duplication Rules: Set up rules to flag potential duplicates based on criteria like name, email, or account number. This helps ensure that all potential duplicates are caught and can be reviewed.
• Manual Merging: Merge identified duplicates manually, ensuring all associated records (contacts, activities) are correctly transferred to the surviving record. This step is crucial for maintaining data integrity.
2. Check HubSpot: After merging duplicates in Salesforce, verify the changes in HubSpot.
• Sync Check: Ensure that the merged records in Salesforce are correctly reflected in HubSpot. Sometimes, the sync might not automatically update HubSpot records, requiring manual intervention.
• Manual Updates: If necessary, manually update or delete duplicate records in HubSpot to match the changes in Salesforce. This helps ensure that both systems are aligned and free of duplicates.
Automated De-duplication with Insycle
For a more efficient and less manual approach, consider using a tool like Insycle. Insycle can help you manage duplicates across both HubSpot and Salesforce with ease.
1. Set Up Insycle: Configure Insycle to identify duplicates based on your criteria (e.g., domain, email, name). This flexibility allows you to tailor the de-duplication process to your specific needs.
2. Run Jobs in Salesforce First: Execute de-duplication jobs in Salesforce to merge duplicates and ensure all records are consolidated. This ensures that Salesforce, as the primary system, has clean data.
3. Sync and Run Jobs in HubSpot: After cleaning up Salesforce, run corresponding de-duplication jobs in HubSpot. This ensures both systems are aligned and free of duplicates. Insycle makes this process straightforward and efficient.
Insycle provides a streamlined approach to de-duplication, reducing the risk of errors and ensuring your data remains consistent across both platforms.
Common Pitfalls to Avoid
1. Deleting Duplicates in HubSpot First: Avoid starting the de-duplication process in HubSpot. Deleting records in HubSpot first can cause “zombie” records to reappear in Salesforce. Always start in Salesforce to prevent this issue.
2. Ignoring Child Records: When merging duplicates, ensure that all child records (contacts, activities) are correctly transferred to the surviving record. Failure to do so can result in data loss or incomplete records.
3. Overcomplicating Field Mappings: Keep field mappings simple and consistent. Overcomplicating them can lead to errors and confusion, making it difficult to maintain data integrity.
Conclusion: Keeping Your Data Clean
Managing duplicates in the HubSpot-Salesforce integration is crucial for maintaining data integrity and ensuring smooth operations. Whether you choose a manual approach or leverage tools like Insycle, staying on top of duplicates will help prevent sync errors, user confusion, and missed opportunities.
By following these best practices, you can keep your systems synchronized, your data accurate, and your operations running smoothly. If you’re struggling with duplicates and looking for an efficient solution, consider trying Insycle for comprehensive data management.
For more information and to start using Insycle, visit Insycle.
