Associating people with companies is critical for maintaining order in your CRM and giving your teams a complete picture of every account.
Your sales and marketing teams rely on properly associated data for context in communications and sales conversations. Without proper associations in place, you lack vital context and potentially miss big opportunities.
With Insycle, you can automatically detect and link contacts, companies, deals, custom objects, and or any other record in flexible ways.
Table of Contents
With Insycle, you can associate contacts, companies, and deals in your CRM, in bulk.
To associate records, use the Bulk Operations module and the Associate action in Step 2. Here, you can associate contacts, companies, deals, and custom objects as needed, including child and parent associations.
To associate records, they need to have a field with a similar value in both records. For example, "Email Domain" on the contact, and "Website URL" on the company. Then, you can pick those fields to match the records and establish the association.
Step 1: Define filter, then click Search.
Navigate to the Bulk Operations module. Start by selecting the record type that you would like to associate from the top of the screen.
Selecting the record type also impacts the default templates that you have available.
For our example, we will select the “Associate Contacts to Companies Using Name” template.
This is the most commonly used template for bulk associations. Any template in Insycle can be customized to fit your needs.
As you can see in the image above, this template looks for contacts that do not have an "Associated Company ID" but do have a "Company Name" in HubSpot CRM. These are the contacts that we want to filter down to and potentially associate.
Step 2: Choose an action: Update, Delete, Link, Convert, or other.
In this step, we'll tell Insycle how to associate contacts to companies in bulk, and define the rules for matching contacts to companies during the association process.
Select the Associate Tab from the top of the Step 2 section.
Then, we have numerous settings that tell Insycle how to make these linking connections.
Let's break down each section.
First, we set the Action. Here we tell Insycle whether we would like to add or remove associations among the records that we filtered in step 1. For the purpose of associating contacts to companies, we will select "Add."
In the Record Type dropdown, we will select "Contact to Company." There are also other association options available here, including associating contacts to companies, deals, and custom objects.
Then we have the Company Filter. In Step 1, we told Insycle how to filter down our contacts to only those that are fit for associating with a company. In this step, we tell Insycle how to filter companies down to those that would be a good fit.
Clicking on the button opens the Company Filter screen.
Here, we are telling Insycle to only consider companies for association if they have a company name in the database.
Then we have the Field Name and Match Field selections.
The Field Name is the field contained within the Contact record type. The Match Field is the field we will be matching it with, for the Company record type.
In the Comparison Rule, we are telling Insycle to only associate if company names are an exact match, but we can also choose "Similar Match" here. The Ignored drop down tells Insycle to ignore common terms in the company name such as "LLC," "Inc" or "Co." These terms can be edited in the "Terms" button at the bottom right-hand side of Step 2.
Additionally, you can tell Insycle whether to match the entire field or just part of it—such as the first or last few words, or first and last characters.
You can also edit this template or add additional fields used for matching by clicking the Field Button.
When no matching record is found, an association will not be created. However, you can choose to create a record in this case and link them. Check the "Create" button to enable that. For example, when linking contacts to companies, if no matching company is found it would create a new company and link it to the contact.
Step 3: Choose between "Preview" mode to simulate the process and generate a report, and "Update" mode
Now we can associate contacts to companies in bulk.
Select the "Review" button to get started.
Once you click that, you'll have the option of running the Bulk Operations module in either Preview Mode or Update Mode. In Preview Mode, no changes will be pushed to your live HubSpot CRM database.
When you click the "Next" button, you'll be taken to the "Notify" page, where you can choose where the report will be sent. This report can be delivered to colleagues and teammates as well.
In the third screen, we tell Insycle when we want this operation to run. You can choose to run it one time right away with Run Now, or schedule it to run automatically on a set schedule in the Automate tab.
Automation allows Insycle to scan your database and automatically associate contacts to companies using a set schedule—hourly, daily, weekly, or monthly.
Click the Schedule button to run the Bulk Operations module.
After it has run, Insycle will generate a report. This report will also be sent to your email, as specified in the "Notify" step.
All updates to your data can be viewed and downloaded as reports in the Activity Tracker.
Preview Changes Before They Go Live
With Insycle, you can always preview the changes that you are making to your data before those changes are pushed to your live database. When you run any module in Insycle, you have the option of choosing between Preview Mode and Update Mode once you click the button.
Audit Trail and History
The Activity Tracker lets you review all changes made through Insycle. At any time you can download a CSV report of the operation and records affected, including while using Bulk Operations.
Customer Data Health Assessment
The Data Health Assessment surfaces data quality issues that negatively impact your marketing, sales, and support efforts, and guides you through the process of fixing them. Here, you can keep an eye out for issues in your data and fix issues by updating in bulk using Bulk Operations.