Magical Import for HubSpot allows you to import data flexibly and powerfully.

With Magical Import you can do the following while importing:

  • Map fields and save templates for future mapping

  • Create straightforward rules for when your data is updated, overwritten, or appended

  • Compare data to existing HubSpot fields

  • Deduplicate data while importing

  • Cleanse data while importing

  • Format and standardize

  • View changes in the activity tracker at any time

Using Magical Import, you can create straightforward rules to determine when your data is updated, overwritten, or appended. You’ll ensure that you are able to enforce data quality and consistency standards while importing new data with confidence.

Additional Use Cases & Resources

Table of Contents

How It Works

When you click to upload a CSV to Insycle, it doesn't import to the CRM right away. Instead, it loads your CSV into Insycle for preprocessing.

Using Insycle you can format, standardize, and cleanse the data before it's imported to the CRM (instead of using Excel or other tools). And when you use templates, anyone on your team can prep the data consistently.

Insycle also helps you avoid duplicates from getting created as a side effect of the import. The way it does it is by letting you define unique identifiers for the records. Insycle compares and matches the CSV rows to the CRM data.

Quick Summary

First, we connect CSV columns to fields in HubSpot CRM and tell Insycle whether to update existing records, create new records, or do both depending on what is in your HubSpot CRM database. Then, you prepare the data before importing—cleansing, formatting, standardizing, and updating.

Insycle also offers numerous features that are specifically designed for HubSpot users, including importing into lists and advanced association on import.

HubSpot Record Types Supported:

Insycle supports the following HubSpot record types:

  • Contacts

  • Companies

  • Deals

  • Custom Record Types

You can select the record type that you would like to import at the top of the Magical Import module screen.

pick a csv

Here, you can see that we can also select the custom record type, “Cars.” Any custom records that your company uses will be available in Insycle. If yours is not showing, please contact support through live chat to have it added.

custom objects

Magical Import HubSpot-Specific Features

When you connect Insycle to HubSpot, you instantly gain access to numerous features that are custom-built for HubSpot.

You can see which database you are connected to at the top of your Insycle dashboard screen.

hubspot database

If you have multiple apps connected to Insycle — such as HubSpot and Salesforce — you can quickly swap between apps and databases by selecting your account from that dropdown list. Certain features are only available for specific integrations.

HubSpot Field Mapping

After selecting the CSV that you would like to import, you will be able to map CSV fields directly to HubSpot fields.

Insycle will automatically match and map many fields. Others will have to be manually set. Later, we can save your field mappings as a template so you never have to manually map them again.

hubspot field mapping

Insycle works with all fields in your database, including custom fields.

HubSpot Lists

When importing data into HubSpot, you can choose to add the records to an existing list or create a new list with your imported data.

This is done in “Step 4: Manage Data” under the “List” tab.

HubSpot lists

HubSpot Association

Insycle can also create associations automatically for imported data.

In “Step 4: Manage Data,” click on the “Associate” tab.

HubSpot associations

Here, we can tell Insycle how associations should work, using the dropdown selections contained in the tab.

First, we must choose an action — add or remove associations. For associating on import, we will choose “Add.’

Add or remove

Then in the second “Record Type” dropdown, we tell Insycle what kind of associations we would like to make using the .CSV import data.

You can choose to associate:

  • Contacts, companies, and deals amongst themselves

  • Contacts to multiple companies (multiple associations)

  • Contacts to deals

  • Companies to deals

contact to company association in hubspot

Clicking on the Associate dropdown will provide you with a list of all possible associations that you can make while importing, including multiple associations and associations to custom objects.

multiple association types

In the next dropdown, “CSV Column,” we will tell Insycle what field from the CSV we would like to use to match and associate.

For instance, if you were associating contacts to companies, you would likely use the “Company” or “Company Name” field from your .CSV import here.

csv column

Then in the final dropdown, we tell Insycle what field we should match to in your CRM database.

For instance, if we are using the “Company” field from the .CSV, we will likely want to match that to the “Company” or “Company Name” field in your HubSpot CRM as well.

Additionally, you have the option to create a new company record when one is not automatically matched by Insycle. You can do this by selecting the checkbox next to the dropdown selections in this tab.

create when no match is found

Now, when you complete the import, matching associations will be automatically created based on your settings.

Identity Fields

Insycle uses Identity Fields to compare your CSV to your HubSpot data. Identity fields must be "unique identifiers." These are data points that could only belong to a single contact—such as email addresses, phone numbers, home addresses, or ID numbers.

email identity field

Please note: you can select more than one identity field. However, Insycle will check that ALL of the fields match, not just one of the fields. If one single field does not match, the corresponding matching CRM record will not be identified. If you include six identity fields and five of them match but one does not, Insycle will not identify the record as a match.

Using the "Update Existing and Create Net New" setting, Insycle will fail to match many records and instead will create a new record.

If you use the 'Only Update Existing' setting with many Identity Fields, you will identify far fewer existing records and much of your CSV data will not be imported, because Insycle will not be able to find the correct record to update.

too specific

Outside of specific use cases, it is typically best to use a single identity field.

Additionally, do not set your identify field too broad, such as using a field that is not uniquely identifying. Doing this means that Insycle is likely to identify the wrong record in your CRM as a match, and update the wrong record with data from your CSV. For instance, there are probably many people with the first name 'John' in your CRM, but you want to make sure that you are updating the correct record for John. This is why it is important that we use uniquely identifying fields.

too broad

Templates

With your HubSpot import set up and running smoothly, you can then save your settings as a template. With a template, all of your settings are saved including field mapping, functions, import modes, etc.

Then, any time that you import data using the same .CSV structure and select the template, these settings will be automatically loaded and you will have minimal work for future imports.

template

To create and save a new template, you click the “+” symbol on the right-hand side of the template banner.

template save

After creating the template, you must save the template by clicking the save icon on the far right-hand side of the same menu.

Frequently Asked Questions

Does Insycle Automatically Map My CSV Files to My App Fields?

Yes, Insycle will automatically map fields that it is able to identify. However, Insycle may not be able to map every field. When it cannot map a field, a notification will appear.

notes

Can Insycle Append New CSV Data to Existing Records?

Yes, you can easily append data to existing data by selecting "Append" from the mapping section.

append

Can I clean import data before it is added to my CRM?

Yes, Insycle allows you to apply many functions to specific data fields to clean, format, and standardize data on the way into your database.

prepare data

Can Insycle Associate contacts to companies on import?

Yes, Insycle allows you to associate contacts, companies, deals, and custom objects while importing data from a CSV, using the "Associate" tab in Step 4.

associate

Can Insycle compare CSV data to existing data in my HubSpot Data?

Yes, Insycle allows you to compare in different ways using the Pull and Compare features. To learn more click here.

Can Insycle add CSV import data to a list?

Yes, you can choose to add import data to a HubSpot list in the "List" tab in Step 4.

Audit Trail and History

The Activity Tracker lets you review all changes made to HubSpot data through Insycle. At any time you can download a CSV report of the operation and records affected, including during imports.

Related Blog Posts

Related Help Articles

CRM-Specific Website Pages

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