Duplicate records and leads are an inevitable part of running a real estate business. The key is being able to quickly find and merge duplicates so your account stays organized and efficient.
FreedomSoft’s built-in Duplicate Manager makes finding and resolving duplicates simple and fast.
Running a Duplicate Search
- Select the records you want to check for duplicates. You can run this on all records in a specific List or Campaign, or use the All Records option to search across all Seller or Buyer records.
- Once records are selected, click Find Duplicates from the orange More Actions button.
- Choose the search criteria FreedomSoft should use.
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Property Address is the most common option since every U.S. address is unique.
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However, other criteria can be useful depending on your data.
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- Click the blue Find Duplicates button to initiate the search.
Reviewing and Resolving Duplicates
When the search completes, results will display with four available options:
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Re-Run Search – repeat the search with the same settings.
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View Duplicates – review duplicate records before taking action.
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Merge Duplicates – merge duplicates together, keeping either the oldest or newest version.
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Delete Duplicates – permanently remove duplicate records.
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If you choose Merge Duplicates, you’ll select whether to keep the oldest or newest version of the record. This setting applies when only one data point can be preserved (e.g., record Status).
Example: If the oldest record has a status of Contact Attempt 1 and the newest has NEW, and you merge to the oldest, the resulting record will show Contact Attempt 1.
- All associated data—names, phone numbers, emails, notes, pictures, documents, SMS, and call history—will merge into the surviving record.
Best Practice
Run an account-wide duplicate search immediately after importing data. This ensures your import doesn’t create duplicate records and keeps your database clean. In these cases, it’s generally best to merge into the oldest version of the record.
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