Overview
There are certain scenarios when one contact may match multiple accounts in your CRM or in Apollo. For example, if you have purposeful duplicates. If this applies to you, Apollo provides you with 2 options:
- Receive a prompt to decide which of the related accounts you want to map a contact to. This allows you to select the appropriate account on a case-by-case basis.
- Enable automatic mapping. This allows Apollo to map a contact to the first of the multiple accounts that you created.
Refer to the sections below for the steps to take to first configure the settings and then map contacts to the correct duplicate account.
Configure the Settings for Duplicate Account Handling
Please note, only admin users can access the Duplicate Account Handling settings. If you want to receive a prompt every time Apollo finds a duplicate account to map a contact to, please contact your admin and they can enable the settings for you.
Launch Apollo, click Settings, and then click Prospecting Config.
Scroll to Duplicate Account Handling.
Click the Enable Automatic Mapping radio button if you want to automate the workflow.
Please note, if you enable this option, Apollo automatically maps the selected contact(s) to the first of the multiple accounts that you created in Apollo or in your CRM. If you have created purposeful duplicate accounts as part of your account-based sales strategy, this may not be the best choice for you.
Click the Prompt users to select an account to save to radio button if you want to manually select the most appropriate account whenever there are duplicates.
When you have selected your preference, click Save.
You have now configured the settings for duplicate account handling.
Map Contacts to the Correct Duplicate Accounts
Now that you have enabled the account mapping prompt, every time that you take action on a Net New contact that matches multiple accounts in Apollo or your CRM, you can choose which account to map the contact to.
There are 2 ways to map contacts to the correct duplicate accounts—from the Search tool or from a contact or account's profile page.
Map Contacts to a Duplicate Account From the Apollo Search Tool
Launch Apollo and click Search.
Use the filters on the left to find the Net New contact(s) that you want to start prospecting.
Click the checkboxes next to your chosen contact(s) and then click + Save.
Select the actions that you want to take in the Save the Contact modal and then click Confirm.
Please note, the process remains the same no matter which action you take on a Net New contact that matches multiple accounts. This means that whether you try to save the contact, add the contact to a sequence or a list, export the contact as a CSV, or add them to a campaign in your CRM, Apollo displays the same "multiple accounts found" modal below.
If the contact(s) that you selected match multiple accounts, Apollo displays a modal.
Click the drop-down arrow on the right of a contact and scroll through the options. Click the specific account to which you want to map each contact.
When you have selected the appropriate account for each contact in the modal, click Save.
You have now mapped the contact(s) to a specific account when prospecting on the Search page.
Map a Contact to the Correct Account from the Profile Page.
You can also select the account to which you want to map a contact from the respective contact or account profile page.
Launch Apollo and click Search.
Use the filters on the left to find the contact or account that you want to start prospecting.
Click on the name of the contact or account that you want to review.
From an account profile page, scroll to the People tab and click the checkboxes to select the contact(s) of your choice.
Select the appropriate icon according to the prospecting action that you want to take.
The workflow differs slightly on a Net New contact's profile page. When you click on a contact's name from the Search page, click Access Email & Phone Number at the top of the page.
The remaining steps are the same for both contacts and accounts.
Select the action(s) that you want to take in the modal that appears and then click Confirm.
Please note, the process remains the same no matter which action you take on a Net New contact that matches multiple accounts. This means that whether you try to save the contact, add the contact to a sequence or a list, export the contact as a CSV, or add them to a campaign in your CRM, Apollo displays the same "multiple accounts found" modal below.
If the contact(s) that you selected match multiple accounts, Apollo displays a modal.
Click the drop-down arrow on the right of each contact and scroll through the options. Click the specific account to which you want to map each contact.
When you have selected the appropriate account for each contact in the modal, click Save.
You have now mapped the contact(s) to a specific account from the contact or account profile page.
Please note, you do not have to be in the Apollo web app to perform this action. You can also map contact(s) to the correct duplicate account(s) from the Apollo Chrome Extension. All the same steps as above apply.
