Identify Duplicate Records in CRM
Advanced Techniques for Real-time Duplicate Identification in Dynamics 365 CRM
Table of Contents
How to Find Duplicate Records in Dynamics 365 CRM?
Duplicate identification in Dynamics 365 CRM is no longer just about finding exact matches but also about identifying phonetic fuzzy matching data. Real-world CRM data is messy, inconsistent, and constantly changing.
Here are the advanced, practical techniques used by DeDupeD to help you easily and accurately identify duplicate records in real time, even when the data doesn’t look identical.
Why Traditional Checks Are Not Enough for Duplicate Identification in Dynamics 365
Most CRM users struggle with duplicates because:
- Customer data comes from multiple sources
- Records are entered by different teams in different regions
- Names, phone numbers, and emails are rarely consistent
As a result, duplicates often stay hidden until they impact sales, marketing, reporting, or customer experience. DeDupeD solves this by offering multiple intelligent approaches to duplicate identification, each designed for a real Dynamics 365 CRM scenario.
Techniques to Identify Duplicates in Dynamics 365 CRM
Client-Side Duplicate Identification in Dynamics 365 CRM
How to Identify Client-Side Duplicate Records in Real Time with DeDupeD?
Duplicate records are most commonly created at the moment of data entry. Sales reps adding leads, marketers importing contacts, or service teams updating customer profiles often unknowingly create duplicates, simply because they can’t see existing records in real time.
Client-side duplicate identification solves this exact problem.
Here is a detailed approach of how client-side duplicate identification works in Dynamics 365 CRM, why it is critical for clean data, and how DeDupeD enables advanced, real-time duplicate detection directly on CRM forms, helping users quickly and easily avoid duplicates before they are saved.
Identify Duplicate Records Automatically in Dynamics 365!
What is Client-Side Duplicate Identification?
Client-side duplicate identification means detecting duplicate records directly on the CRM form, while a user is:
- Creating a new record
- Editing an existing record
- Changing key field values
Instead of discovering duplicates later through cleanup jobs or reports, users are alerted instantly, at the exact moment where duplicates are likely to be created.
This approach is especially valuable for organizations in the US, UK, Australia, and global sales teams, where multiple users enter data simultaneously.
When Does Client-Side Duplicate Identification Trigger in Dynamics 365 CRM?
DeDupeD allows admins to control exactly when duplicate checks should happen, ensuring flexibility without slowing users down.- Duplicate Check on Field Change
- Automatically scan existing CRM records
- Identify possible duplicates in real time
- Duplicate Check on Record Save
- No duplicate slips through accidentally
- Users are alerted at the most critical moment
- On-Form Duplicate Notifications
- Highlight potential duplicates
- Display relevant existing records
- Allow users to decide the next action
Step-by-Step: How to Configure Client-Side Duplicate Identification
Below is a clear, end-to-end walkthrough for enabling real-time duplicate detection using DeDupeD.
Step 1: Open Entity Configuration
- Go to the DeDupeD App
- Navigate to Entity Configuration
- Open the entity where you want real-time detection (for example, Contacts or Leads)
This tells DeDupeD which CRM records should be checked during data entry.
Step 2: Enable Duplicate Detection on Field Change
- Enable the option to detect duplicates when field values change
✅Best for catching duplicates early
✅ Helps users correct issues before saving
This setting is recommended for high-volume data entry teams.
Step 3: Enable Duplicate Detection on Save
- Enable the option to detect duplicates when a record is saved
This acts as a final safety net, ensuring no duplicate record is created unintentionally.
Step 4: Enable On-Form Duplicate Notifications
- Turn on form notifications for duplicate alerts
This ensures users:
- See duplicates clearly
- Understand why the alert appeared
- Can take action without confusion
Step 5: Select CRM Forms for Duplicate Detection
Not all forms need duplicate checks.
Admins can select:
- Sales forms
- Customer profile forms
- Custom entity forms
This keeps duplicate detection focused and fast, especially in complex CRM environments.
Step 6: Define Which Roles Can Ignore Duplicates
Some users need flexibility.
DeDupeD allows admins to:
- Choose which security roles can ignore duplicate warnings
- Allow trusted users to proceed when needed
This avoids blocking legitimate business scenarios.
Step 7: Define Which Roles Can Merge Duplicates
Merging duplicates is powerful—and risky if misused.
Admins can restrict merge actions to:
- System Administrators
- Data owners
- CRM managers
This protects data integrity while still enabling quick cleanup.
Step 8: Define Which Roles Can Exclude Records
Sometimes, records appear similar but should not be treated as duplicates.
Admins can allow specific roles to:
- Exclude selected records from duplicate consideration
This reduces false positives and improves user trust.
Real-World Example: Sales Team Using Real-Time Duplicate Detection
Imagine a sales rep in Sydney creating a new lead.
As they enter the email address, DeDupeD instantly:
- Checks existing leads and contacts
- Finds a similar record created earlier by another rep in London
- Displays a form notification showing the existing record
Instead of creating a duplicate, the rep:
- Opens the existing record
- Continues the conversation seamlessly
Result:
- No duplicate lead
- Accurate pipeline data
Common Mistakes to Avoid
❌ Enabling detection on too many fields
❌ Allowing all users to ignore duplicates
❌ Showing alerts on every form unnecessarily
✔ Best Practice:
Enable detection on high-value fields, restrict override permissions, and start with critical forms.
Server-Side Duplicate Identification in Dynamics 365 CRM
How to Identify Duplicate Records Created by Workflows, Imports, and Integrations
Not all duplicate records in Dynamics 365 CRM are created by users manually entering data.
A large number of duplicates originate from background processes, including workflows, integrations, data imports, and automated updates, which users may never interact with directly.
This is where server-side duplicate identification becomes critical.
This guide explains how server-side duplicate identification works, why it’s essential for modern CRM environments, and how DeDupeD enables advanced, automatic duplicate detection on the server side, helping organizations quickly and easily keep CRM data clean without manual intervention.
What is Server-Side Duplicate Identification in Dynamics 365 CRM?
Server-side duplicate identification detects duplicates after CRM processes run on the server, not on the user interface.
This includes records created or updated by:
- Workflows and Power Automate flows
- Integrations with ERP, marketing, or external systems
- Bulk imports from Excel or third-party tools
- Scheduled or background CRM processes
Unlike client-side detection, server-side identification works silently and continuously, protecting data quality even when no user is actively working in CRM.
How to Handle Server-Side Duplicate Identification in Dynamics 365 CRM
DeDupeD extends Dynamics 365 CRM with advanced server-side duplicate detection, ensuring data quality is maintained across all automated processes.
It works by:
- Monitoring record creation and updates on the server
- Comparing incoming data against existing CRM records
- Applying intelligent matching logic automatically
- Preventing or flagging duplicates in real time
This makes DeDupeD especially valuable for enterprise-scale CRM environments in the US, UK, Australia, and global markets.
When Does Server-Side Duplicate Identification Trigger?
DeDupeD allows admins to control exactly when duplicate checks should occur during server operations.
1. Duplicate Detection on Record Creation
This option checks for duplicates when a new record is created, regardless of how it was created.
Ideal for:
- Data imports
- API-based integrations
- Automated record creation
2. Duplicate Detection on Record Update
This option checks for duplicates when existing records are updated.
Useful when:
- Integrations modify existing customer data
- Automated processes update contact details
Data consolidation workflows run
Step-by-Step: How to Configure Server-Side Duplicate Identification
Below is a clear, end-to-end walkthrough to enable server-side duplicate identification using DeDupeD.
Step 1: Open Entity Configuration
- Open the DeDupeD App
- Navigate to Entity Configuration
- Select the entity you want to protect (for example, Contacts, Leads, Accounts)
This defines which CRM records will be checked during server operations.
Step 2: Enable Server-Side Duplicate Identification
- Enable the option to detect duplicates on the server
This activates duplicate identification for all non-UI operations related to that entity.
Step 3: Choose When to Prevent Duplicates
Admins can decide whether duplicates should be checked:
- When a record is created
- When a record is updated
- Or both
This gives flexibility based on business processes.
Step 4: Configure an Impersonated Admin User
Some automated processes run under restricted permissions.
DeDupeD allows admins to:
- Select an impersonated admin user
- Run duplicate checks using elevated access
This ensures duplicates are identified even for records the current process cannot access.
Step 5: Exclude Specific User Roles (Optional)
Not all automated users need duplicate checks.
Admins can:
- Exclude selected roles from server-side detection
- Prevent unnecessary processing for trusted system users
This improves performance while maintaining control.
Step 6: Save and Apply the Configuration
Once settings are saved:
- Server-side duplicate identification becomes active
All automated record operations are protected
Real-World Example: Preventing Duplicate Imports
A global marketing team imports thousands of leads from an event platform.
Without server-side detection:
- The same contact is imported multiple times
- Sales teams waste time calling duplicates
- CRM reports inflate lead counts
With DeDupeD server-side detection enabled:
- Each imported lead is checked automatically
- Existing contacts are identified instantly
- Duplicate records are prevented or flagged
Result:
- Clean data
- Accurate reporting
- Faster sales follow-up
Server-Side vs Client-Side Duplicate Identification
Aspect | Client-Side | Server-Side |
User interaction | Required | Not required |
Works with workflows | No | Yes |
Works with imports | Limited | Yes |
Real-time UI alerts | Yes | No |
Automation-friendly | No | Yes |
👉 Best Practice: Use both together for complete duplicate protection.
Common Configuration Mistakes to Avoid
❌ Enabling server-side detection without defining matching logic
❌ Running detection under restricted permissions
❌ Applying detection to unnecessary entities
✔ Best Practice: Start with high-risk entities like Contacts and Leads.
Phone Number Format Duplicate Detection in Dynamics 365 CRM
How to Easily Identify Duplicate Records Caused by Different Phone Number Formats
Phone numbers are one of the biggest hidden causes of duplicate records in Dynamics 365 CRM.
The same customer can appear multiple times simply because their phone number is entered in different formats—local, international, spaced, dashed, or with country codes.
This pillar page explains how phone number format duplicate detection works, why it’s essential for clean CRM data, and how DeDupeD helps users quickly and accurately identify duplicate records even when phone numbers look different.
What is Phone Number Format Duplicate Detection?
Phone number format duplicate detection is an advanced approach to identifying duplicate CRM records, even when phone numbers are stored differently.
Instead of comparing phone values exactly as entered, DeDupeD:
- Normalizes phone numbers behind the scenes
- Understands multiple regional and international formats
- Identifies records that represent the same number
- Flags or prevents duplicates accurately
This ensures a single, clean view of each customer, regardless of how their phone number was entered.
Why Phone Numbers Create So Many Duplicates in CRM
Unlike names or email addresses, phone numbers have no single universal format. The same number can be stored in many valid ways:- (415) 555-2671
- +1 415 555 2671
- 001-415-555-2671
- 4155552671
- “Why do I have duplicate contacts in CRM?”
- “How to find duplicate phone numbers in Dynamics 365 CRM?”
Step-by-Step: How to Configure Phone Number Format Duplicate Detection
Below is a clear, end-to-end walkthrough designed for CRM admins and power users, written for clarity rather than technical complexity.
Step 1: Create or Open a Duplicate Matching Rule
- Open the DeDupeD App
- Navigate to Duplicate Matching Rules
- Open an existing rule or click New
- Select the CRM record type (for example, Contacts)
This defines which records should be compared.
Step 2: Create a New Duplicate Matching Condition
- Click New Duplicate Matching Condition
- This opens a quick-create configuration screen
Matching conditions define how phone numbers will be compared.
Step 3: Select the Primary Phone Field
- Choose the phone field from the current record
- Example: Business Phone or Mobile Phone
This is the phone number users typically enter.
Step 4: Select the Matching Phone Field
- Choose the phone field from existing records
- Usually the same phone field is selected
This allows DeDupeD to compare phone numbers across records consistently.
Step 5: Choose the Matching Approach
- Select a comparison approach that supports phone-based detection
Even though numbers may look different, DeDupeD treats them as equivalent once formats are accounted for.
Step 6: Decide How to Handle Blank Phone Values
Admins can decide whether:
- Blank phone fields should be ignored
- Or treated as potential duplicates
Best practice is to ignore blank values, preventing unnecessary false alerts.
Step 7: Define Accepted Phone Number Formats
This is where phone number duplicate detection becomes powerful.
Admins can add multiple formats such as:
- (###) #######
- +## ##########
- ## ## ######
- Any region-specific or business-specific pattern
These formats tell DeDupeD how to interpret phone numbers correctly, regardless of how users enter them.
Step 8: Save and Publish the Rule
- Click Save and Close
- Publish the matching rule
Once published, phone number duplicate detection becomes active immediately.
Real-World Example: Global Sales Team
A CRM used by teams in:
- New York
- London
- Sydney
Each team enters phone numbers differently:
- US reps include +1
- UK reps use spaces
- Australian reps enter local formats
Without phone number format detection:
- The same customer exists three times
- Sales coordination breaks down
With DeDupeD:
- All formats are recognized as the same number
- Only one customer record exists
- Teams share full history seamlessly
Common Mistakes to Avoid
❌ Relying on exact phone number matches
❌ Allowing unlimited formats without review
❌ Treating blank phone fields as duplicates
✔ Best Practice:
Start with the most common regional formats and expand gradually.
FAQs
Can duplicates be detected before saving a record?
Yes. Client-side detection alerts users before the record is saved, preventing duplicates from entering the system.
Is real-time duplicate detection suitable for large CRM databases?
Yes. Advanced client-side detection is optimized to work efficiently even in large CRM environments.
How do I identify duplicate records created by workflows in CRM?
By enabling server-side duplicate identification, duplicates created by workflows and automations can be detected automatically.
Can server-side detection prevent duplicates during imports?
Yes. Server-side duplicate identification checks records during imports and prevents duplicate creation.
Is server-side duplicate detection automatic?
Yes. Once configured, it runs automatically without user involvement.
Does server-side detection impact CRM performance?
No. When configured correctly, it operates efficiently in the background.
How to identify Phone Number-Based Duplicates
DeDupeD extends Dynamics 365 CRM with format-aware phone number matching, allowing duplicate identification to work the way users expect—not the way raw data looks.
With DeDupeD, users can:
- Detect duplicates caused by different phone formats
- Compare phone numbers across records easily
- Maintain accurate contact and account data at scale
This makes phone number duplicate detection advanced, reliable, and easy to manage.
How do I identify duplicate phone numbers in Dynamics 365 CRM?
By using phone number format duplicate detection, CRM can identify duplicates even when numbers are stored in different formats.
Can CRM detect duplicates if phone numbers have different country codes?
Yes. Advanced phone number detection recognizes country codes and regional formats.
Is phone number duplicate detection important for global businesses?
Absolutely. It is essential for organizations operating across regions like the US, UK, and Australia.
Does phone format detection work during imports?
Yes. When combined with server-side detection, duplicates are identified during imports and integrations.
Why Phone Number Format Duplicate Detection Is Critical for Clean CRM Data
Phone numbers are one of the most trusted customer identifiers, yet also one of the most inconsistent.
Without format-aware detection, duplicates quietly multiply and damage CRM reliability.
By using DeDupeD’s advanced phone number format duplicate detection, organizations can quickly and easily identify duplicate records, maintain a single source of truth, and improve every customer interaction.
Reach out to us today to know more about DeDupeD!
