Guide
Here are some cases when it can be helpful:
With Forms we collect requests. Requests have to be linked to Contacts from our CRM (based on the Phone number provided), and if no matches - create a new record
With Email integration (Gmail, Outlook & IMAP) we collect contacts and emails and also need to link them to our current CRM. If this is a new contact - update the CRM.
Anything else you can think of
If you need just to link everything automatically, and don't need to create smth if no matches are found - Auto-linking (Set Relations Automatically) will work.
Otherwise, there are two options.
Option 1: Automations
1. Add a "technical" field on
This field can be hidden later but will use that in automations.
It has to be created on the Database, where we collect requests/emails/any dynamic information.
In our case, it will live on the Request database.
I added a Checkbox field and named it in the ugliest way possible,
This field will be filled in automatically.
2. Add a rule that links rows from different Databases
This rule is also created on the Request database.
Noted: we have to have a field, we will link based on. For ex., in my case Users provided their Phone numbers in the Request. And Contact in my CRM also has a Phone number. I want to link two rows if the Phone numbers are identical.
Here is what the Rule looks like.
Here is the formula syntax used:
Contacts.Filter(Phone = [Step 1 Request].Phone).Sort().First()
3. Add a rule, that creates new Contact, if no matches are found
The second rule is also created on the Request database level
Option 2: Deduplication
This option is close to the previous one, but you're the one to decide, what works best for you.
Step 1. Always create a Contact out of Request.
Here is what the rule, created on the Request database looks like.
Step 2. Detect duplicates and delete them.
We have Deduplication template, check it out. This template is designed to provide an example of a way to implement de-deduplication of entities within a database. In this case, if a new entity has the same Email and Number as an existing entity, the Options of the new entity will be added to the original entity, and then the new one deleted.