Hey, I would like to understand how the CRM data cleaning actually works and how we can set up an infrastructure for long-term automated lead merging (within the CRM) when sourcing new leads. Can anyone help with that?
CRM data cleaning in Clay works through our "Data Cleanroom" approach. We route all data through Clay before it enters your CRM, acting as a gatekeeper to prevent duplicates and maintain data integrity. For automated lead merging: 1. First gather new lead information in a Clay list 2. Check if the lead already exists in your CRM using identifiers like email 3. Only create new CRM entries for truly new leads Our native cleaning tools automatically handle common issues like: ** Company name variations ** Unnecessary legal suffixes * Mismatched formatting For long-term automation, we recommend: 1. Using conditional runs to only add net new contacts 2. Setting up a "last enriched by Clay" date for each record 3. Creating dynamic lists in your CRM based on this date This approach ensures your CRM stays clean while automatically managing new leads.
Sources: Intro to CRM Data Enrichment [CRM Enrichment] - Clay University Data Cleaning + Normalization [Clay 101] - Clay University Push Data To Your CRM [CRM Enrichment] - Clay University Intro to CRM Data Enrichment [CRM Enrichment] - Clay University Push Data To Your CRM [Clay 101] - Clay University
can you provide further details on the "data cleanroom" approach? adding to Bullet 2: do we need to check that manually or is there a way to automatically delete or flag sourced leads that already exist in our CRM?
The "data cleanroom" approach means routing all your data through Clay before it enters your CRM. Clay acts as a gatekeeper that prevents duplicates from various sources (outbound campaigns, website signups, webinars, etc.) from polluting your CRM. For automatic handling of existing leads, you can: 1. Use the Lookup Action in Clay to check if leads already exist in your CRM by matching key fields like email 2. Create a column that automatically flags duplicates 3. Set up conditional runs to only add net new contacts The process works like this: 1. Gather lead information in a Clay list 2. Use Clay's lookup feature to check if the lead exists in your CRM 3. Configure your "Create or Update Contact" action with a conditional run that only executes when no matching contact ID is found This automation prevents duplicate entries without manual checking.
There are multiple things you can do to ensure your CRM is clean. I am listing a few here. 1- Ensure there are no duplicate records getting added to your CRM Whenever you are adding a contact in CRM ensure to do lookup in your CRM to check whether a contact already exist in your CRM or not. 2- Whenever a lead submits a form you can use clay to enrich the lead with more data or clean the data then push to CRM 3- You can setup periodic refreshes on your CRM data by using enrichments to ensure your data is update for job changes/title changes etc etc
The "data cleanroom" approach in Clay works by routing all your data through Clay before it enters your CRM, regardless of source (outbound campaigns, website signups, webinars, etc.). Clay acts as a gatekeeper to prevent duplicates from polluting your CRM. You can automatically flag or delete existing leads without manual checking by: 1. Using the Lookup Action in Clay to check if leads already exist in your CRM by matching key fields like email 2. Creating a column that automatically flags duplicates 3. Setting up conditional runs to only add net new contacts The automated process works like this: 1. Gather lead information in a Clay list 2. Use Clay's lookup feature to check if the lead exists in your CRM 3. Configure your "Create or Update Contact" action with a conditional run that only executes when no matching contact ID is found This ensures your CRM remains clean while automatically managing new leads.
thank you! what requirements does our Hubspot setup need to fulfill to make sure this process runs smoothly?
For your HubSpot setup to work smoothly with Clay's data cleaning process, you'll need: 1. A Pro plan or higher for native HubSpot integration (Explorer plans can use HTTP API as a workaround) 2. Proper HubSpot authentication configured in Clay 3. Well-organized HubSpot lists to facilitate importing contacts 4. Unique identifiers (like email addresses) consistently used across both systems for accurate lookups 5. Appropriate permissions set in HubSpot to allow Clay to read and write contact data The integration works by using Clay's Lookup actions to check if leads exist in your CRM before adding new ones, then using conditional runs to only add net new contacts, preventing duplicates.
You need to have super admin access to hubspot in order for you to natively connect it with clay.
Yes, you need super admin access to HubSpot to natively connect it with Clay. This ensures you have the necessary permissions to authenticate and allow Clay to read and write contact data for automated CRM cleaning. For smooth operation of your automated data cleaning process, your HubSpot setup should include: 1. A Pro plan or higher for native HubSpot integration (Explorer plans can use HTTP API as a workaround) 2. Proper authentication with super admin credentials 3. Well-organized HubSpot lists to facilitate importing contacts 4. Consistent unique identifiers (like email addresses) across both systems for accurate lookups This setup enables Clay to act as your data cleanroom, preventing duplicates by checking if leads already exist before adding new ones.
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