To deduplicate a multi-value field, split each cell into separate comparison values before matching the records. In Datablist, enable Multiple Values on a text-based property that uses Exact or Smart. Datablist splits the cell at semicolons, applies the selected processor to each part, and considers the property a match when at least one value matches.
This workflow is useful when one CRM row stores several emails, websites, identifiers, tags, or skills in one cell. You can find two records that share one value without requiring their complete cells to be identical.
This guide uses a measured 200-row email sample. You can follow the same steps with your own CSV or Excel file.
- Prepare the multi-value field
- Configure Multiple Values matching
- Review and merge the groups
- Know when to use this setting
Prepare the multi-value field
Datablist uses a semicolon (;) as the multi-value separator. Spaces around
each part are trimmed. Commas, pipes, and line breaks are not split by this
setting.
For example, these two complete cells differ, but both contain
shared-008@match.example:
| External ID | Emails |
|---|---|
MV-008-A | primary-008@redwood-008.example;shared-008@match.example |
MV-008-B | shared-008@match.example |
Download the 200-row multi-value email sample to reproduce the workflow. It contains 60 designed two-record groups and 80 non-matching controls. Every designed group has one unique shared address, so unrelated groups cannot connect through a reused test value.
Import the file into a collection and map Emails as a Text property. The
Email processor will interpret each semicolon-separated part during the
duplicate check.
If your source uses commas or another separator, normalize the column before matching. Use find and replace when the separator is unambiguous. If you need one output row per email instead, use the CSV Rows Splitter. Splitting rows and matching multi-value cells solve different problems.
⚠️ Do not replace commas blindly when cells may contain names, addresses, or quoted text. Confirm the delimiter belongs only to the value list.
Configure Multiple Values matching
Open Clean > Merge duplicates. Turn off All Properties, then
select only Emails for this pass.
Configure the property with:
- Algorithm: Smart
- Processor: Email
- Option: Multiple Values enabled
Multiple Values is available on paid plans for text-based properties using Exact or Smart. It is a comparison option, not a separate processor.
For every record pair, Datablist:
- Splits both cells at each semicolon.
- Trims spaces around each part.
- Applies the Email processor to each address.
- Compares every part from one record with every part from the other.
- Matches the property when at least one comparison succeeds.
Smart Email processing still applies to each part. It can normalize case,
surrounding spaces, plus aliases, Gmail dots, googlemail.com, display-name
wrappers, and mailto: values. Use Exact if every address must match without
those email-specific Smart rules.
Click Run duplicates check. The sample returns 60 two-row groups. All 120 designed records were found, and none of the 80 controls appeared in a group.
The complete cells remain visible in the results. This makes it easy to confirm which address overlaps and which addresses belong to only one record.
Open Why matched on a group. The explanation should list Emails,
Smart, Email processor, and Multiple values. The 100% score in
this sample applies to the matching email pair, not to every value in both
cells.
Download the 60 exported duplicate groups to inspect the measured result. Every exported group contains two records from one designed entity.
Review and merge the groups
The sample places all 60 groups in Needs review because five other properties contain conflicting values. The email match is still 100%. Ready and Needs review describe whether the merge can run safely with the configured rules, not whether the matching email was weak.
Choose Merge and preserve data to consolidate each group. Multiple Values controls how records match. It does not decide how every field should survive the merge. The matching property is reviewed like the other fields. If its cell values conflict, choose whether to combine them, keep the master record's value, or apply a field rule.
For example, if you choose Combine values with a semicolon for the
MV-028 email cells, the result preserves the three distinct addresses:
| Before | After merge |
|---|---|
Two records sharing shared-028@match.example | primary-028@redwood-028.example;shared-028@match.example;secondary-028@redwood-028.example |
The sample screenshot shows five unresolved fields for the groups in view: External ID, Company, Job Title, Source, and Notes. Check the full preview for each group because the conflicting fields depend on its record values.
For every conflicting property, choose one of the current merge options:
- Combine values preserves distinct text values with a selected delimiter.
- Keep selected record's value discards the other conflicting values.
- A field rule can select a value based on the data in each group.
Then choose the record to keep. Most complete is a practical default, but you can also use creation or update dates, a high or low numeric value, or a specific matching value. Review the preview before processing the groups.
Download the groups first when you need an audit file. After merging, Datablist also provides a change log, and the operation appears in collection history. For the complete review and undo workflow, see how to dedupe a list without losing data.
When to use multi-value matching
Use this setting when one shared part is meaningful evidence of identity:
- Several email addresses stored on one contact.
- Several domains or account URLs stored on one company.
- Customer, supplier, or product identifiers stored in one field.
- Skills, categories, or tags when a shared value truly defines a duplicate.
Be careful with broad values. A shared tag such as newsletter, customer, or
enterprise does not prove two records represent the same entity. Reused
values can also connect several pairwise matches into one larger duplicate
group. Add a second property or review the group manually when one shared part
is not a strong identifier.
If each cell contains one email address, use the simpler email deduplication workflow. If you need to compare similar company names, use the company-name deduplication guide.
Frequently asked questions
Which separator does Multiple Values use?
It uses semicolons. Datablist splits at ; and trims spaces around each part.
Commas, pipes, and line breaks are not treated as separators by this setting.
Does Multiple Values change the stored cell?
No. The option changes how the duplicate check interprets the property. The stored value remains unchanged until you choose to merge records.
Does every value need to match?
No. The property matches when at least one part from the first record matches one part from the second. The two complete lists can differ.
Can I combine Exact or Smart with Multiple Values?
Yes. Multiple Values is available for text-based properties using Exact or Smart. Pick a processor such as Email or URL based on the values stored in the cell.
Is Multiple Values matching available on the Free plan?
No. It is an advanced deduplication setting available on paid plans.
Multi-value matching is most reliable when each part is a strong identifier and the separator is consistent. Start with one property, review the detected groups, then merge only after confirming the overlapping value.