Section 2C: Troubleshooting Records

Content Type: Troubleshooting

2.7 Why was a record created I didn't expect?

Lightfield creates a record from every external business email in your connected inbox. If you see something unexpected, here are the common causes.

Newsletter or vendor email Lightfield treats every external business email as a potential CRM contact — including cold outreach, vendor emails, and mailing lists. Fix: Delete the record. It gets added to an internal block list and won't return.

Record creation mode is set to "Always" In Always mode, everything in your inbox — including CC'd threads and auto-replies — can trigger record creation. Fix: Switch to Selective in Settings → Mail and Calendar.

A teammate's inbox was synced When a teammate connects their email, their activity syncs too. An unexpected account may have come from their inbox. Fix: Check who the email was sent to or from. Delete the record if it's not relevant.

The 30-day back-sync ran on connection When you first connect, Lightfield imports 30 days of history. This can create a surge of new accounts all at once. This is expected. Use the agent to clean up: "Delete all accounts with no opportunities, no meetings, and only one email contact."

2.8 Duplicate records appearing

Fix duplicates now

"Find duplicate accounts and merge them""Are there any duplicate contacts for people at Acme Corp?"

Why duplicates happen

• The same company emails from different domains (e.g., acme.com and acme.io)

• A manual record was created before the email sync picked up the same company

• A CSV import didn't include a domain column for matching

Prevent duplicates going forward

• Include a website or domain when creating accounts manually

• Include a domain column in any CSV import

• Lightfield's duplicate detection runs automatically — if a matching record exists, it skips creation and tells you