Table of contents
applicable Roles
RevOps
CRM
Marketing Automation Managers
Data Governance Teams
CRM
Marketing Automation Managers
Data Governance Teams
Data Assessment — Duplicates
Eliminate reporting errors by detecting and resolving record duplication.
Prompt
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Petavue, run a duplicate-detection scan across our CRM and deliver a consolidated report:
1. Detection Criteria
- Leads & Contacts
- Exact email matches (lowercased)
- Fuzzy name matches (Levenshtein distance ≤ 2 on first + last name)
- Accounts
- Normalized domain grouping
2. Report Outputs
- Duplicate Group Count by object (Leads, Contacts, Accounts)
- Sample Record IDs for each group
- Recommended Master-record Logic (e.g., “keep the record with the most recent activity”)
- Estimated % Reduction in total records if merged
Follow-up Prompts
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Based on the duplicate analysis of Lead, Contact, and Account objects, recommend cleanup and prevention actions using:
- Salesforce or HubSpot for:
- Email-based deduplication and merge rules
- Domain-based Account merge logic
- Matching workflows using custom fields or extensions
- Slack to alert Ops or Marketing teams when a duplicate is detected
For each duplicate issue type, return:
- Duplicate Type (e.g., “Lead Name + Multiple Emails”)
- % of Affected Records
- Recommended Tool Action
- Merge Rule or Trigger Logic (e.g., “Same email → Auto merge Lead → Contact”)
- Slack Alert Example for Manual Review
Action Prompt
What This Prompt Does
This prompt identifies and quantifies duplicate records across Leads, Contacts, and Accounts, focusing on duplicate emails, same-name variations, and inconsistent account naming by domain. It recommends deduplication logic based on email, domain, or fuzzy matching rules, and suggests automation to alert Ops or Marketing teams when duplicates are detected. The result is a clear picture of duplication risk and practical guidance to clean it up and prevent recurrence.
Strategic Impact
Duplicate records quietly undermine GTM effectiveness by distorting conversion data, creating misalignment between teams, and leading to redundant outreach. This prompt restores trust in CRM data by helping teams detect and eliminate duplicates at the source.
Business outcomes:
→ Reduces CRM clutter and improves attribution accuracy across the funnel
→ Eliminates redundant prospect outreach and improves SDR productivity
→ Enables cleaner segmentation and scoring logic for marketing campaigns
→ Powers reliable lifecycle workflows and reporting for downstream automation