Maintaining a clean KRM database is fundamental for any Commercial Real Estate professional using RealNex. Duplicate records not only create confusion but also compromise data accuracy and operational efficiency. This article provides a concise, step-by-step guide to identifying and managing duplicate records within RealNex KRM, ensuring your team works with unified, reliable information every time.
Recognizing Common Duplicates
Duplicate records often arise during imports, multi-user data entry, or integrations (like Gmail/Outlook).
The most frequent offenders are Contacts, Companies, and Properties. Watch for variations in names or email addresses. Proactive identification saves time, helps to keep prospecting efforts organized, and enhances KRM-driven collaboration across teams and business units.
Identifying Duplicates in RealNex KRM
- Open the relevant KRM table (Contacts, Companies, Properties, etc.).
- Open the system's Duplicate & Merge tool
- Determine which Filter Fields (e.g., name, email, phone number) will be used to locate potential duplicates and initiate the check.
- Adjust the Display Fields to perform a side-by-side analysis when necessary.
Merging and Cleaning Records
- Review duplicate groupings to determine the primary record(s)
- Choose to Merge duplicates grouping-by-grouping or use the 'Merge Selected' option after indicating the primary records for multiple duplicate groupings.
- Confirm and merge; verify that all related activities and data are retained.
Best Practices for Ongoing Database Hygiene
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If cleaning Duplicates in multiple tables, do so in the following order:
- Companies
- Contacts
- Properties.
- Schedule regular duplicate checks—especially after imports or major team training.
- Educate users on RealNex KRM naming conventions and data entry standards.
- Leverage RealNex reporting tools to monitor for anomalies.
In-App Guidance (Guide Me)
The Duplicate Check & Merge function in RealNex contains multiple steps and is better learned in-app.
- Click here to open the walk-thru in a new tab (Contacts example)
Conclusion: Keep Your KRM Pristine
Consistent duplicate record management ensures every agent, team member, and client benefits from a streamlined, accurate, and high-value KRM. By adopting these best practices within RealNex, Commercial Real Estate professionals can focus on driving deals—confident that their database remains their most reliable business asset.