Setting up your CRM
Merge duplicates and add your own fields - the two admin surfaces in Setup.
The Setup tab holds the two things that don't belong on a record page: cleaning up duplicates, and defining custom fields for your organization.
Duplicate detection
The duplicate scan runs in your browser over the records already loaded, so it's instant and re-runs whenever anything changes. It matches on the strongest signals available:
| Object | Matches on | Confidence |
|---|---|---|
| Contacts | The same normalized email address | High |
| Contacts | The same name at the same company / email domain | Medium |
| Accounts | The same web domain | High |
| Accounts | Company names that match once punctuation and suffixes are ignored | Medium |
Merging a pair
- 1Open Setup → Duplicates and review the pairs it found.
- 2Choose which record survives (the master) - it keeps its own values.
- 3Confirm the merge. The other record's contacts, deals, tasks and notes are re-pointed to the master first, blanks on the master are filled from the loser, then the loser is deleted.
A merge is not reversible. The surviving record inherits the other's child records and any fields it was missing, and the duplicate is removed. Pick the master deliberately.
Custom fields
Add your own fields to any object - leads, contacts, accounts or opportunities. Define a field once and it appears on every record of that type and in the new-record form. Values are stored per record, so adding a field needs no migration and takes effect immediately.
| Field type | Use for |
|---|---|
| Text | Free-form notes like a PO number. |
| Number | Seat counts, scores, quantities. |
| Date | Renewal or contract dates. |
| Picklist | A fixed set of options you supply (comma-separated). |
| Checkbox | A simple yes / no flag. |
CRM custom fields are on the Team plan and above. Duplicate detection is available to everyone.
Bulk actions
On the list views, selecting several rows opens a bulk bar to reassign the owner, change the stage (opportunities), or delete the selection in one go. Bulk actions are on the Team plan and above, and every action is re-checked against your plan on the server.
Import & export
Each list view carries one menu holding both. Importing takes a CSV of up to 5,000 rows: drop the file, map its columns onto the object's fields, read the plan it plans to carry out, and only then apply it.
| Object | What an incoming row is matched on |
|---|---|
| Contacts and leads | The email address. |
| Companies | The web domain, or the exact name when there is no domain. |
| Opportunities | The opportunity name. |
A row that matches an existing record updates it rather than creating a second one. The field is fixed per object rather than being something you choose, so the same file imported twice cannot produce two answers.
Straight after applying one, the same menu offers to undo it - so a mapping you got wrong is one press away from being rolled back rather than a cleanup job.
The list you are looking at is already filtered, searched and sorted, and the export is exactly those rows - so the file matches the count in the header. Exporting the whole object instead would quietly hand you a different set from the one you were reading.