Installation
Install from Marketplace
Find "Smart Dedup" in the monday.com marketplace and click Install. Accept the required permissions (boards:read, boards:write, notifications:write).
Open any board
Go to any board — contacts, projects, inventory, HR, anything with data. Smart Dedup works with all board types.
Add the view
Click the + button next to your existing views (Main Table, Kanban...) and select Smart Dedup → Dedup Scanner.
Start scanning
The app automatically scans your board on load. You'll see duplicate pairs ranked by confidence score within seconds.
What about viewer-role users?
Smart Dedup needs read & write access to your boards to find and merge duplicates. monday.com viewer accounts cannot make API calls, so the app cannot scan or modify data for them. If a viewer opens the board view, they will see a clear blocking message instead of broken scans. Ask an account member or admin to use the app, or contact your account admin to upgrade your role.
Quick Start Guide
Here's the 60-second workflow to clean your board:
Review duplicates
The left panel shows all detected duplicate pairs, sorted by confidence score. High match (green) = very likely duplicates. Click any pair to compare.
Compare side by side
The comparison table shows ALL columns from your board. For each field, select which value to keep (A or B) using the radio buttons. Fields are color-coded: green = exact match, orange = different values.
Merge or skip
Click Merge Selected to keep the chosen values and archive the duplicate. Or click Not a Duplicate to skip the pair permanently.
Check the dashboard
Go to the Dashboard tab to see your data cleanliness score, charts, and merge activity over time.
Dedup Scanner
How detection works
Smart Dedup uses multiple algorithms running simultaneously to catch duplicates that exact matching misses:
Levenshtein Distance
Measures character-level edits. Catches typos like "Jhon" vs "John".
Jaro-Winkler
Optimized for names. Catches "J. Dupont" vs "Jean Dupont".
Soundex / Metaphone
Phonetic matching. Catches "Mueller" vs "Muller".
AI Semantic Matching
Uses Gemini AI for ambiguous cases. Understands "SF" = "San Francisco". PRO
Data normalization
Before comparing, the app normalizes your data automatically:
| Field Type | What it normalizes | Example |
|---|---|---|
| Phone | Strips formatting, country codes | "+33 6 12 34 56 78" = "0612345678" |
| Lowercase, removes +aliases, gmail dots | "J.Doe+crm@Gmail.com" = "jdoe@gmail.com" | |
| Company | Removes Inc, Corp, Ltd, SAS, GmbH... | "Acme Corporation" = "acme" |
| Name | Handles "Last, First", hyphens, abbreviations | "Dupont, Jean-Pierre" = "jean pierre dupont" |
| Address | Street/St, Avenue/Ave, North/N... | "123 Main Street" = "123 main st" |
Confidence score
Each duplicate pair gets a score from 0-100%:
| Score | Label | Meaning |
|---|---|---|
| 80-100% | High match | Very likely the same record. Safe to merge. |
| 60-79% | Possible match | Probably duplicates. Review recommended. |
| Below 60% | Low match | Unlikely duplicates. Only shown at low thresholds. |
Toolbar controls
| Control | What it does | Plan |
|---|---|---|
| Threshold slider | Set minimum confidence to show (30-95%) | PRO |
| Quick scan toggle | ON = fast scan (key fields). OFF = full scan (all columns) | PRO |
| AI enhance toggle | Use AI for ambiguous pairs (40-80% range) | PRO |
| Bulk Merge | Merge all high-confidence pairs (80%+) at once | PRO |
Duplicate Groups
When 3 or more items are all similar to each other, they appear as a "group" in the toolbar. Click the group link to see all related items and merge them efficiently. PRO
Scan Diff
After each scan, the app shows what changed since your last scan: how many new duplicates appeared, how many were resolved, and how many remain unchanged.
Auto-Merge
In Settings, you can enable auto-merge with a configurable threshold (80-100%). Pairs above the threshold are merged automatically without confirmation. PRO
Cross-Board Scan
Find duplicates across different boards — for example, your Leads board vs your Clients board. ENTERPRISE
Go to the Cross-Board tab
The current board is shown at the top. Below, you'll see all other boards in your account as clickable cards.
Select boards to compare
Click one or more boards. Selected boards get a blue checkmark. You can select as many as you want.
Set up field mapping (optional)
If boards have different column names for the same data (e.g. "Societe" on one board, "Company" on another), add a field mapping so the scanner knows they're equivalent.
Scan
Click the scan button. Results show which board each item belongs to (blue/purple tags) with confidence scores and matching field details.
Dashboard
The dashboard gives you a bird's-eye view of your data quality:
Cleanliness Score
0-100 score based on the ratio of duplicates to total records. 100 = no duplicates found.
Quality Distribution
Pie chart showing clean records vs high/medium/low confidence duplicates.
Duplicate Categories
Bar chart breaking down duplicates by confidence level.
Merge Activity
Timeline showing how many records you've merged over the last 14 days.
You can export data as CSV PRO or generate a printable PDF report ENTERPRISE from the dashboard.
Settings
Language
Choose from 5 languages: English, Francais, Espanol, Deutsch, and Arabic (with full RTL support). The app auto-detects your monday.com language setting.
Default Merge Strategy
Choose how conflicts are resolved when merging:
| Strategy | What it does |
|---|---|
| Keep non-empty value | If one side is empty, use the other side's value |
| Keep most recent | Use the value from the more recently updated item |
| Keep oldest | Use the value from the older item |
| Concatenate | Combine both values with a comma separator |
| Manual | Always ask which value to keep (default) |
Per-Column Rules PRO
Override the default strategy for specific columns. For example: "Always keep the most recent email" but "Concatenate notes".
AI Matching PRO
Toggle AI-powered semantic matching. When enabled, ambiguous pairs are analyzed by AI to understand context. No API key needed — it's built in.
Auto-Merge PRO
Enable automatic merging for high-confidence pairs. Set the threshold (80-100%) — pairs above this score are merged without confirmation.
Smart Enrichment PRO
When merging, automatically fill empty fields on the keeper item with values from the duplicate. No data is lost.
Notifications ENTERPRISE
Get monday.com bell notifications when new duplicates are detected. Optionally receive weekly data hygiene summaries.
Reset App
At the bottom of the Settings tab you'll find a Reset App button. Clicking it permanently:
- Clears all stored merge rules and per-column rules
- Resets scan configuration (threshold, AI toggle, auto-merge)
- Removes the ignored / whitelisted pairs list
- Deletes the local merge history
- Returns the app to the welcome screen
Keyboard Shortcuts
Press ? in the app to see all shortcuts. Power users can navigate and merge without touching the mouse:
| Key | Action |
|---|---|
| j or ↓ | Next duplicate pair |
| k or ↑ | Previous duplicate pair |
| Enter | Merge selected pair |
| Esc or x | Skip / Not a duplicate |
| s | Start a new scan |
| ? | Show shortcuts help |
Permissions & Data
Smart Dedup requests the minimum permissions needed to detect and merge duplicates:
| Scope | Why we need it |
|---|---|
boards:read | Read items and column values to compare and score duplicates. |
boards:write | Apply merges (write the chosen values back to the keeper item, archive the duplicate). |
workspaces:read | List boards in your workspace for cross-board scans ENTERPRISE. |
users:read | Show the right names in the merge history audit log. |
Where your data lives
- Board items and column values — stay in your monday.com account. We never copy them to our database.
- App configuration (merge rules, scan settings, ignored pairs, history) — stored in monday's per-app storage, scoped to your board view.
- AI matching PRO — when enabled, only the specific pair under review (two records' values) is sent to Google Gemini for semantic comparison. No bulk data, no other rows, no PII beyond what's in the two records you chose to compare.
- No third-party tracking or analytics.
Security
API keys and signing secrets are stored server-side in monday Code's environment manager — never embedded in the frontend bundle. All backend endpoints verify the monday session JWT before responding.
Uninstalling & Reinstalling
How to uninstall
Open Admin → Apps
In monday.com, click your avatar → Administration → Apps.
Find Smart Dedup
In the installed-apps list, find Smart Dedup.
Click Uninstall
Confirm the uninstall. The Dedup Scanner view will become inactive on every board where it was added.
What happens to your data after uninstall
monday.com's behavior is documented and intentional:
- Your board items are untouched. Uninstalling the app does not delete any rows you merged or modified — those changes belong to your board, not to Smart Dedup.
- Board views are not removed. Any "Dedup Scanner" views you added to boards remain on those boards (they go inactive). They reactivate automatically if you reinstall.
- App configuration tied to a board view is preserved by monday. Merge rules, scan settings, ignored pairs, and merge history are stored under the board-view instance, which survives uninstall.
What "reinstall" means in practice
| Scenario | Behavior on reinstall |
|---|---|
| Reinstall on a new board (or add a new Dedup Scanner view) | Fully fresh experience: welcome screen, empty Settings, no history. |
| Reinstall on the same board view that was already there before uninstalling | Your previous configuration and history are still attached to that view. To get a clean slate, use the Reset App button in Settings, or remove the view from the board and re-add it. |
How to fully wipe Smart Dedup from a board
Option A — Reset from inside the app
Open the Dedup Scanner view, go to the Settings tab, scroll to the bottom and click Reset App. This wipes all merge rules, scan config, ignored pairs, history, and settings, and replays the welcome screen.
Option B — Delete the board view
On the board, right-click the Dedup Scanner view tab and choose Delete. monday removes the view and its associated app storage. Adding a new Dedup Scanner view afterward gives you a 100% fresh install.
Option C — Uninstall the app account-wide
Use the uninstall flow above. Your board views go inactive; configuration tied to each view remains until you delete that view or click Reset App after reinstalling.
Will my merges be reversed if I uninstall?
No. A merge is a permanent change to your board's data (the duplicate item is archived and the chosen values are written to the keeper item). Uninstalling Smart Dedup does not roll those changes back. To restore a specific merged item, open the Merge History tab before uninstalling or resetting and click Undo next to the entry — that recreates the archived row with its original values.
Plans & Pricing
| Feature | FREE | PRO | ENTERPRISE |
|---|---|---|---|
| Manual scan | ✓ | ✓ | ✓ |
| Quick scan | ✓ | ✓ | ✓ |
| Items limit | 100 | Unlimited | Unlimited |
| Scans per day | 3 | Unlimited | Unlimited |
| Full scan (all algorithms) | ✓ | ✓ | |
| Adjustable threshold | ✓ | ✓ | |
| AI semantic matching | ✓ | ✓ | |
| Bulk merge | ✓ | ✓ | |
| Custom merge rules | ✓ | ✓ | |
| Auto-merge | ✓ | ✓ | |
| Smart enrichment | ✓ | ✓ | |
| Merge preview | ✓ | ✓ | ✓ |
| Undo merge | ✓ | ✓ | |
| Confidence breakdown | ✓ | ✓ | ✓ |
| Duplicate groups (3+) | ✓ | ✓ | |
| Whitelist pairs | ✓ | ✓ | |
| CSV export | ✓ | ✓ | |
| PDF report | ✓ | ||
| Advanced dashboard | ✓ | ✓ | |
| Cross-board scan | ✓ | ||
| Field mapping | ✓ | ||
| Scheduled scans | ✓ | ||
| Notifications | ✓ | ||
| Weekly report | ✓ | ||
| Priority support | ✓ |
FAQ
Does it work with any board type?
Yes. Smart Dedup works with contacts, projects, inventory, HR, tickets, leads — any monday.com board with data. It reads all columns automatically.
Will it delete my data?
No. Merging archives the duplicate item — it's not deleted. You can always undo a merge from the Merge History tab, which recreates the archived item with all its original data.
Does the AI feature send my data externally?
When AI matching is enabled (Pro plan), only the specific pair being analyzed is sent to Google Gemini API. No bulk data is sent. The API key is managed by us — you don't need to configure anything.
How many items can it handle?
The Free plan supports up to 100 items per board. Pro and Enterprise have no limit. The scanner has been optimized with blocking strategies to handle boards with thousands of items efficiently.
Can I compare items across different boards?
Yes, with the Enterprise plan. Go to the Cross-Board Scan tab, select boards to compare, and optionally set up field mappings if column names differ between boards.
What languages are supported?
English, French, Spanish, German, and Arabic (with full RTL support). The app auto-detects your monday.com language preference.
How do I get support?
Free and Pro users can reach us through the feedback link. Enterprise users get priority support with faster response times.
I reinstalled the app but my old settings are still there. Is that a bug?
No, that's monday.com's default behavior. App configuration is scoped to the board-view instance, and uninstalling doesn't remove the views you previously placed on boards — so reinstalling reactivates the same view with its previous configuration intact. If you want a fully clean state, either click Reset App in the Settings tab, or delete the Dedup Scanner view from the board and add a new one. See the Uninstall & Reset section for details.
If I uninstall, will my merged items be restored?
No. Merges are permanent edits to your board's data and are not rolled back when you uninstall the app. To revert a specific merge, use the Undo button in the Merge History tab before you uninstall or reset.
Does the app store anything outside of monday.com?
No board data is stored outside monday.com. The only external call is the AI semantic comparison (Pro plan), which sends only the two records currently being compared to Google Gemini — no bulk export, no logging of your data on our side.