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How to configure Fuzzy Rules to improve duplicate detection in HubSpot

Fuzzy Rules in Koalify help you find similar values and catch duplicates more effectively by ignoring small differences

1. Navigate to the Koalify app settings page

  • In your HubSpot account, click the ⚙️ settings icon in the main navigation bar.
  • In the left sidebar menu, navigate to Integrations, Connected Apps
  • Find Koalify, Click the Actions, Go to settings
  • Click Edit Fuzzy Rules in the Fuzzy Rules section

Navigate to the Koalify app settings page for Fuzzy Rules

2. Edit Fuzzy Rules

  • Navigate to the Contacts, Companies, Deals, Tickets or Custom Objects tab
  • Use the toggle switch to enable or disable a Fuzzy Rule.

Edit a Koalify Fuzzy Rule to Capture Close Duplicates in HubSpot

By default, Koalify ignores differences between uppercase and lowercase letters.

2.1 Accents

Ingores accents from characters to spot more duplicates

Koalify Format Accents to Detect Duplicates

2.2 Subdomains

Strips subdomains from properties that include domain information

  • Example: blog.hubspot.com → hubspot.com.

Format Subdomains

2.3 Domain Extensions

Strips domain extensions from properties that include domain information

  • Example: example.co.uk → example

Koalify Format Domain Extension to Detect Duplicates

2.4 Address abbreviations

Fuzzy match on address abbreviations.

  • Example: 25 First Street → 25 First St

Koalify Fuzzy Rules Address abbreviations-1

2.5 First names

Normalize first name abbreviations, variations and typo's

  • Example: Matthew → Matt

Koalify Fuzzy Rules First Names

2.6 Company names

Ignore legal entity names and normalize abbreviations, variations and typo's

  • Example: Artists Equity Inc. → Artists Equity

Koalify Fuzzy Rules Company Names

2.6 Common words (replaced by more advanced company names)

Removes common company suffixes and abbreviations from HubSpot properties

  • Examples: LLC, INC, COM, ORG, SRL, BV, GMBH. 

Koalify Format Common Words to Detect Duplicates

2.7 Special characters

Removes special characters from all HubSpot properties

  • Examples: (, ), /, ., +, _, -, &.

Koalify Format Special Characters to Detect Duplicates

2.8 Phone numbers

Matches phone numbers based on the last X digits. This helps identify duplicates even when formats vary or country codes are missing

  • Example: (+1) 555-123-4567 and 5551234567 are considered the same.