Airtable

How to merge duplicate records in Airtable?

Simplify the process of combining duplicate entries in Airtable. Discover straightforward steps to tidy your data and boost the precision of your database.

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Overview

Combining duplicate records in Airtable can make your database smoother and enhance data precision. When dealing with several entries with alike information, it's crucial to merge them swiftly to prevent redundancy. Usually, this involves spotting duplicates, choosing which fields to keep, and merging data by hand or using automation tools and scripts. Below are the steps and tips to help you manage duplicates effectively in Airtable, keeping your database tidy and well-ordered.

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How to merge duplicate records in Airtable?

Step 1: Identify Duplicate Records

  1. Open your Airtable base.
  2. Head over to the table where you think there might be duplicates.
  3. Use the "Filter" feature to show potential duplicate records by filtering based on unique identifiers like email addresses, names, or any other unique field.

Step 2: Group by Unique Identifier

  1. Click on the “Group” button in the toolbar.
  2. Pick the unique identifier field (e.g., “Email” or “Name”).
  3. This will group records that share common values in the selected field, making it easier to spot duplicates.

Step 3: Create a New Table for Merged Records

  1. Click the “+” button to create a new table within the Airtable base.
  2. Add fields that match the original table to keep things consistent (e.g., Name, Email, Phone Number, etc.).

Step 4: Merge Duplicate Records Manually

  1. In the grouped original table, review each grouped set of duplicate entries.
  2. Manually copy and paste or drag and drop combined information into the new dedicated table.
    • Make sure all unique and necessary information from each duplicate record is merged into a single entry.
  3. Keep going until all grouped duplicates are reviewed and copied to the new table.

Step 5: Verify Merged Records

  1. Review the new table to ensure that all necessary data from the duplicates is present and correctly merged.
  2. Cross-check with the original table to make sure no information is lost.

Step 6: Delete Original Duplicates

  1. Once verification is complete, go back to the original table.
  2. Delete the original duplicate records to avoid confusion in the future.
    • Make sure you have backed up the data before deletion, if necessary.

Step 7: Adjust Table Links and Formulas (If Any)

  1. If the records are linked to other tables, make sure all links are updated to point from the new merged table.
  2. Update any formulas referencing the old records to ensure they pull data from the new, merged entries.

Step 8: Automate Duplicate Management (Optional)

  1. Think about creating an automation through Airtable’s “Automations” feature to alert you of potential duplicates in the future.
  2. Set up rules to periodically review data entries for potential duplicates, helping to keep your database clean over time.

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