How Does Formstack Sync Deduplicate & Index Records For All Objects?

Deduplication is one of the most important processes that Formstack Sync performs within your integration. Each Object type has a different set of unique Fields that are used to determine what Records are linked together in our database and ensure that updates to mapped Fields take place and sync where expected.

Below is a description of the default Dedupe keys for each Object that are used to index Records. Note that the Object names are standardized naming conventions and that many systems will have their own unique names for the object (i.e. Leads for Contacts or Accounts for Companies). For consistency,  Sync will always use standardized names below. Note: All Dedupe keys ignore capitalization differences in text Fields. 

  • Object name
    • Dedupe Key(s)
      • Description of & additional details about dedupe key
  • Contact
    • Email Address
      • Direct match, ignores capitalization
  • Company
    • Company Name
      • Removes all characters that are not letters, numbers, or spaces, then makes a direct match, ignoring capitalization ("Smith & Doe, Inc." is indexed as "Smith Doe Inc")
  • Opportunity
    • Name
      • Same process as Company Name
    • Close Date
      • Standard datetime field
    • Relationship
      • Minimum of one related/associated contact or company, so that the same opp can exist for multiple contacts independently without duplicating
  • Owner
    • Email Address
      • Direct match, ignores capitalization, all owners must exist in both integrated systems to effectively sync ownership assignment

Important Note: If any of your Systems happen to have multiple Records with an identical value for the above Dedupe keys, those Records will be recognized as duplicates and will not sync until resolved by merging, deleting, or changing one of the matching Records. You can learn more about Dupe Records conflicts in this article.

Additionally, if any of the above Dedupe keys are empty or missing from a Record, they will be flagged as NOT INDEXABLE until the required Field is mapped and has a value. Records that can't be indexed are effectively invisible to Sync and can cause duplicate Records to be created within your integration.

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