Previously, every webform submission created a brand-new record - even when the person already existed in the CRM - which led to duplicate, fragmented records and manual cleanup. With this feature turned on, when a webform submission matches an existing record (using your Duplicate Prevention match fields), Dazos no longer creates a duplicate. Instead it updates the existing record by filling in only the fields that were blank - it never overwrites information you already have - so the existing record stays the single source of truth and simply gains any new details the person provided.
1. Before You Start
- Who can do this: administrators (Settings > Module Layouts & Fields).
- This is an opt-in setting and is OFF by default - nothing changes until you turn it on for a module. - It builds on the existing Duplicate Prevention feature, so you must have Duplicate Prevention turned on and at least one match field selected.
- It applies to native Dazos webforms and Wendiform submissions. Forms sent through other third-party tools are covered only if they post to the standard Dazos webform address.
2. Turning the Feature On
1. Go to Settings > Module Layouts & Fields and select the module (for example, Leads). 2. Open the "Duplicate Prevention" panel.
3. Make sure "Enable duplicate check" is set to Yes.
4. Choose up to three match fields used to recognise an existing record (for example, First Name, Last Name, Primary Phone).
5. Tick "Enable Duplication Rules for Webforms".
6. Tick "Merge duplicate webform submissions into the existing record" (hover the information icon for a short description).
7. Click Save.
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The Duplicate Prevention panel with the new "Merge duplicate webform submissions" option enabled.
3. What Happens After You Enable It
- A submission that does NOT match any existing record creates a new record, exactly as before. - A submission that MATCHES an existing record does not create a new record. Instead, the matching record is updated.
- Only blank fields on the existing record are filled from the new submission. Fields that already have a value are left unchanged.
- The person's existing name, owner, status, and any other populated details are preserved - the submission is merged in, not overwritten.
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An existing record after a matching webform submission: a previously blank field was filled in, while the existing details were preserved.
Tip: Match fields decide what counts as "the same person". Choose fields that reliably identify a returning lead (such as Email, or Phone) for the best results.
4. Reviewing What Was Merged
- Open the matched record to see the newly filled-in details.
- Each merge is recorded in Settings > Integration Logs (look for the "Webform duplicate merged" entry), which notes the record that was updated - without storing the submitted personal details.
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5. Turning the Feature Off
1. Go back to Settings > Module Layouts & Fields > the module > Duplicate Prevention. 2. Untick "Merge duplicate webform submissions into the existing record".
3. Click Save.
- With the option off, the system returns to the previous behaviour: a matching webform submission is blocked and the record owner is notified.
6. Frequently Asked Questions
Q: Will my existing record information be overwritten?
No. Only fields that are currently blank are filled in. Any field that already has a value is never changed.
Q: What decides whether a submission is a duplicate?
The match fields you select in Duplicate Prevention (up to three). All of the selected fields must match for a submission to be treated as the same person.
Q: Does this apply to Wendiform submissions too?
Yes. Native Dazos webforms and Wendiform submissions are both covered. Other third-party forms are covered only if they post to the standard Dazos webform address.
Q: Is it on automatically?
No. It is off by default and must be turned on per module by an administrator.
Need Help?
1. Confirm Duplicate Prevention is on and match fields are selected for the module. 2. Confirm the "Merge duplicate webform submissions" option is ticked and saved. 3. Contact Dazos support and reference CRM-3294 if duplicates are still being created or a merge does not appear as expected.