Previously, we showed you how to capture leads from your websites. Sometimes, it is possible that the same leads/contacts are repeated. That is, you might have the same lead/contact more than once. This might clog up your leads list and basically cause a lot of confusion in the form of whether the lead has already been contacted or not and if the follow up tasks were established properly.
For example, consider the scenario in which there are two different leads but the contact information of both are the same. Now when you contact the customer twice, they might get irritated and tell you that they have already been contacted.
In Distributed Source, we have designed a feature called ‘Merge Duplicates’ which would help you cut down on these confusions by merging the leads/contacts which are similar. A lot of factors go into determining if different leads are the same. The same is also applicable to contacts. Using this feature is relatively simple and the following steps will guide you on how to use this feature.
1. Login to your Distributed Source account.
2. Navigate to the ‘Leads’ tab.
3. Now click on any lead whose details you wish to review.
4. The number of leads/contacts which are similar to this current lead will be displayed on the top just below the ‘Leads’ tab.
This is determined by a number of factors, such as if a lead’s/contact’s name or phone or email is the same as that of any other lead/contact
5. Click on this drop- down list and hover over the name to see all the details about the other lead/contacts which is similar to the current lead.
6. If you are convinced that both leads/contacts are the same, click on the ‘Merge Duplicates’ button.
7. A pop-up window will appear on your screen displaying the leads/contacts which are similar. Select the check-boxes next to the leads/contacts which you wish to merge into one.
8. Click on the ‘Merge’ button.
9. Another pop-up asking you to choose the records which you want to retained in the merge record will appear on the screen. Choose the values which are essential for your business.
In the given example, we have two different names for the same lead - one named Mae and the other named Arnold. Here Mae is chosen to be the name on the record after merging.
10. Click on the ‘Merge’ button again.
11. Once you do this, the leads are merged together into one. This would ensure that there are no duplicates and consequently no misconceptions.
Note: The above example portrays a lead-lead merge. You can use the same method to merge lead-contact, contact-contact and so on. The lead-contact merge can be done both in the Lead and Deal detail page. Whereas the contact-contact merge can be done only on the Deal detail page.
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