Dynamics Community Forum Thread Details

Hello ArchitectMadhan,

You're dealing with a common challenge in CRM integrations: duplicate records. Let's address your issues with HubSpot-to-Dynamics 365 Sales lead duplication.

1. Removing Existing Duplicate Leads in Dynamics 365 Sales:

Duplicate Detection Rules (Dynamics 365):
- Setup:
  - Go to Settings > Data Management > Duplicate Detection Rules.
  - Create rules that match your criteria for duplicates (e.g., email address, company name, phone number).
  - Publish these rules.
- Run Duplicate Detection Jobs:
  - Go to Settings > Data Management > Duplicate Detection Jobs.
  - Create a job to find duplicate leads.
  - Run the job.
- Merge/Delete:
  - Review the detected duplicates.
  - Merge them, selecting the master record and the fields to retain.
  - If you are sure about the duplicate records, you can delete them.
- Limitations:
  - This is a manual process for merging, which can be time-consuming for large datasets.
  - This does not delete automatically.
Power Automate (Microsoft Flow):
- Automated Cleanup:
  - Create a flow that runs on a schedule.
  - Use the "List records" action to find potential duplicate leads (based on your criteria).
  - Implement logic to compare leads and identify duplicates.
  - Use the "Delete a record" or "Update a record" (for merging) action to remove or merge duplicates.
- Advantages:
  - Automates the process.
  - Provides more control over duplicate handling.
- Considerations:
  - Requires Power Automate skills.
  - Thoroughly test the flow to avoid accidental data deletion.
Third-Party Data Quality Tools:
- Consider tools that specialize in data deduplication and cleansing.
- These tools often have advanced matching algorithms and automation features.

2. Avoiding Creation of Duplicate Leads from HubSpot:

HubSpot Deduplication:
- Check HubSpot Settings:
  - Ensure HubSpot's deduplication settings are configured correctly.
  - HubSpot has built-in deduplication based on email address.
- Unique Identifiers:
  - If possible, use a unique identifier (e.g., a custom property) in HubSpot to track leads.
Dynamics 365 Duplicate Detection (Real-Time):
- Enable Real-Time Detection:
  - When you create your duplicate detection rules, enable real-time detection.
  - This will check for duplicates as leads are created or updated.
- Error Handling:
  - Configure how Dynamics 365 handles duplicate detections (e.g., prevent creation, display a warning).
Integration Logic (Middleware/Custom Code):
- Pre-Sync Checks:
  - If you're using a middleware tool or custom code for the integration, implement checks before pushing leads to Dynamics 365.
  - Check if a lead with the same email address or other unique identifier already exists in Dynamics 365.
- HubSpot Webhooks and Power Automate:
  - Use HubSpot webhooks to trigger a Power Automate flow when a new lead is created.
  - In the flow, check Dynamics 365 for duplicates before creating the lead.
- Integration Tool Settings:
  - Many integration tools provide deduplication settings. Verify your integration tool settings.
Data Normalization:
- Consistent Data:
  - Ensure data is consistently formatted in both HubSpot and Dynamics 365 (e.g., phone numbers, addresses).
  - This improves the accuracy of duplicate detection.
User Training:
- Data Entry:
  - Train users on proper data entry practices to minimize duplicates.

Recommendations:

Prioritize Real-Time Detection: Enable real-time duplicate detection in Dynamics 365.
Use Power Automate for Automation: Automate duplicate removal and pre-sync checks.
Review HubSpot Settings: Ensure HubSpot's deduplication is working correctly.
Implement Integration Logic: Add checks to your integration process to prevent duplicates.
Consider Third-Party Tools: For complex scenarios, explore data quality tools.

If my answer was helpful, please click Like, and if it solved your problem, please mark it as verified to help other community members find more.
If you have further questions, please feel free to contact me.

My response was crafted with AI assistance and tailored to provide detailed and actionable guidance for your Microsoft Dynamics 365 query.

Best Regards,
Daivat Vartak

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