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Audit Nutshell duplicate records
Report

Find duplicate Nutshell companies and people before they spread

For CRM administrators and sales operations who want a list of likely duplicates, just by asking their AI assistant.

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Audit Nutshell duplicate records
Check Nutshell companies for duplicates and tell me which ones to keep.
Found 4 groups of likely duplicate companies in the first 500 records. - Northwind Traders and Northwind Trading Co: keep the first, it has 3 leads and 5 notes - Contoso Ltd and Contoso Limited: keep Contoso Ltd, 2 open leads - Fabrikam Inc and Fabrikam: same phone number, 1 lead each - Adventure Works and Adventure Works Cycles: 1 open lead on the second Nothing was changed. Want me to check the people on these accounts as well?
Nutshell
Sample figures. Your results come from your own account.
No items found.

On this page

The problem

The problem

The prompt

Who it's for

How it works

Connector

Nutshell

Nutshell
Run it on your own Nutshell data.

Connect Nutshell, pick your AI tool and paste the prompt.

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The problem

Duplicate accounts split the customer history

Duplicate companies and people build up in a CRM as reps add records by hand. Leads, notes and tasks end up split across the copies, so nobody sees the full history and reports count the same customer twice.

Without PopdockAI

  • Export companies or people from Nutshell
  • Sort by name and email to spot copies
  • Open each copy to see its leads and notes
  • Guess which one to keep

With PopdockAI

  • Companies or people are scanned for likely duplicates
  • Copies are shown side by side with their leads and notes
  • A record to keep is recommended for each group
  • Nothing is merged or deleted, and the 500 record cap is stated

The prompt

Use this prompt

Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.

Prompt
**Objective:** Find likely duplicate {record-type} records (company or contact) in Nutshell and recommend which to keep, without changing anything.

**Step 1: Pull the records**

If {record-type} is company, call 
utshell-get-account with max-records 500. If it is contact, call 
utshell-get-contact with max-records 500. If it is anything else, ask which and stop. If you hit the limit, say the audit covers only the first 500.

**Step 2: Group likely duplicates**

Group records whose names are equal after ignoring case, punctuation and suffixes such as Inc, LLC or Ltd, or that differ by one or two characters. For contacts also group by the same name at the same company-id.

**Step 3: Rank within each group**

For each group call 
utshell-get-lead (company-id or person-id) and 
utshell-get-note (parent-id) for every member to count what hangs off it. Recommend keeping the member with the most linked leads and notes and the latest last-contacted date.

**Step 4: Report**

Each group: members with id, owner, linked leads, notes, last contacted, and the recommended keeper. Order groups by number of linked records.

**Rules & Guidelines:**

* Do not call any write tool: 
utshell-add-company, 
utshell-add-person, 
utshell-add-lead, 
utshell-add-activity, 
utshell-update-company, 
utshell-update-person, 
utshell-update-lead, 
utshell-delete-company, 
utshell-delete-person or 
utshell-delete-lead. This prompt only reads.
* Only propose. Deleting is done separately with the delete-record-safely prompt after the user decides.

**Validation:**

* If no duplicates are found, say so.

Who it's for

One answer, three teams that use it

CRM administrators

Plan a duplicate clean-up

Grouped duplicates with a suggested keeper give you a ready clean-up list.

Find duplicate people in Nutshell and recommend which record to keep for each.

Sales managers

Stop history being split across copies

See where leads and notes are spread over duplicate accounts, so the team works from one record.

Are there duplicate Nutshell companies for Contoso or Fabrikam?

Revenue operations

Fix double counted customers

Duplicate companies inflate account counts, and this shows which ones to merge.

Sweep Nutshell companies for duplicates and tell me if the sweep was capped.

How it works

What PopdockAI does when you ask

You choose companies or people, and your AI assistant groups likely duplicates in Nutshell and suggests which to keep. It only proposes and changes nothing.

01

Ask

You choose companies or people to sweep.

Your AI tool

02

Scan

It reads the Nutshell records and groups likely duplicates.

No items found.

03

Compare

It shows the copies with the leads and notes attached to each.

No items found.

04

Recommend

It suggests which record to keep and says if it hit the 500 record cap.

Your AI tool

The outcome

Know which duplicates to fix and what to keep

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.

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