The dedupe block is part of Airtable Blocks, a Pro plan feature. Blocks let you extend the functionality of your bases: you can use blocks to bring new information into Airtable, visualize and summarize your records in colorful ways, and even directly integrate your Airtable bases with your favorite apps.
The dedupe block helps you find and manage duplicate records in a table. You can delete duplicates or merge individual fields from duplicate records together.
Try using the dedupe block when you want to:
- Convert a messy CSV into an Airtable base
- Clean up redundant form submissions
- Consolidate leads that were accidentally added to your CRM multiple times
To get started, first add a dedupe block to your base by opening up the blocks panel and clicking the + Add a block button.
Find duplicate records
Next, you'll need to pick the table in which you'll be looking for duplicates. If you'd like, you can also choose to limit your search to a specific view to only find duplicates within a subset of records.
After that, you'll need to pick the field or fields that you want to use to find duplicates. If you pick multiple fields to find duplicates, the block will find sets of records where the values match for all of the selected fields.
For text field types, you can choose to use exact matching, similar matching, or fuzzy matching. Below is an explanation of what will be found by each matching type:
- Exact: Has the same, case-sensitive value
- Ex) J. K. Meowling and J. K. Meowling
- Similar: Has the same value, but may have different capitalization, punctuation, accents, whitespace, or ordering of words.
- Ex) J. K. Meowling and j k meôwling
- Fuzzy: Looks for typos and transposition errors (where characters are swapped such as ei vs ie in the word field)
- Ex) J. K. Meowling and J. K. Lemonwig
Be careful! Fuzzy matching can often result in false positive matches, since its search is so broad.
Once you've picked your field or fields for duplicate finding and determined how strict you want the duplicate search process to be, the dedupe block will show how many sets of duplicate are in your table or view, plus a preview of those duplicates. Click Review duplicates when you're ready to start deduping your records.
Resolve duplicate records
This will bring you to the Resolve duplicate records screen, which will compare identified duplicates in a set, side-by-side.
For each set of duplicates, you can choose to Exclude a record from the set if it is not a duplicate. You can also choose a primary record, which will mark all remaining records for deletion. If there are fields from the other records that you would like to keep, you can merge them with the primary record.
Please note: selecting a primary record means that you are specifically preserving that record's comments and revision history. All field information, including the primary field, can then be merged into the primary record you selected.
Once you choose a primary record, you will see a green check mark appear in the header. All other records will appear crossed out. For each field, you can choose one value from the available duplicates. The chosen field will turn green, indicating that it will be included in the merged record. If you'd like to combine values from two or more fields, you can do so by selecting Edit record and then manually updating the desired field.
You can execute this merging process over as many records as you want. The example below shows information being merged from 3 different records. What the new record will look like shows up on the right in the merge preview area.
When comparing duplicates, you can choose to sort the identified potential duplicates alphabetically, by created time, by the number of comments on a record, or by the number of fields filled out. You can also choose to hide fields that contain identical values for all the identified duplicates, which can save time when comparing records with many fields. If you want to start from scratch on a given set of duplicates, you can always hit the Reset button at the bottom left, which restores all records excluded from the set, unsets the primary record, and resets all selected fields.
To speed up the deduplication process more, you can use keyboard shortcuts:
- Use the arrow keys ←and →to select a record. You can also select a record by pressing its corresponding number key
- Awill use the currently selected record as the primary record
- Swill exclude the currently selected record from the merge process, and will not delete it
- Spacewill open up the currently selected record for editing
- + Enterwill merge your selections
When you're confident with your merge selections, you can select the Merge records button at the bottom right. At this point, you will be asked to confirm your changes. If you are confident in your deduping selections, go ahead and click Merge. The dedupe block will now show the next set of duplicates to work through.
Once you're finished working through the sets of duplicates, the block will return you to the main selection screen where you can pick the field or fields that you want to use to find more duplicates. If you're totally done deduping, you can go ahead and press Cancel or the X in the top right to close the block and return to your base.