Format names, phones, addresses

Keeping the data in your CRM consistent and properly formatted is critical for ensuring that it is searchable, filterable, and usable. Reliably formatted data allows your teams to use the data with confidence, improving campaigns and decision-making.

With Insycle, you can format nearly any field in your database using pre-defined rulesets. Some of the most commonly formatted fields are names, phone numbers, and addresses. With Insycle you can:

  • Format people and company names for proper case (capitalization) to improve personalization.

  • Format phone numbers for a one-click dial with integrated autodialers and readability.

  • Format street address conventions: New York vs NY, Street vs. St vs St. for integration with other systems, physical mail deliverability, deduplication, and readability.

Let's look at how it works.

Table of Contents

Quick Overview

With Insycle, you can format names, phones, addresses easily and flexibly.

You simply filter your data down to the records that you would like to update, tell Insycle how to format those fields using pre-built and custom instructions, and then preview the changes or push them live to your database.

Existing data can be formatted in bulk in the second step of the Transform Data Module. Data can also be formatted on import using the Magical Import module in the third step.

Format Names, Phone Numbers, and Addresses In Bulk

Summary

The process of formatting data in Insycle is simple and straightforward using the Transform Data module.

First, you filter your data down to the records that you would like to update. Then, you apply the formatting functions to format your fields. Then you can preview the changes, or push them live to your CRM.

Then, you can save these formatting templates for future use, saving you time on all future formatting tasks, or even automate it to happen on a consistent, regular schedule.

Step 1: Define Filter, Then Click Search

Open the Transform Data module and pick a record type, for example, Contact or Company to get started. For our purposes, we will be using Contacts, but you can also format phone numbers and address data for companies.

For a quick start, explore the default templates. Insycle includes numerous pre-built templates that can help us to format names, phone numbers, and addresses simply.

There might be a template that already solves exactly what you need. Alternatively, use an existing template as a starting point and adjust it to your requirements.

select record type

This will pre-load the template. You can add onto templates with custom additions. Then get started.

First, filter your CRM down to the records that you would like to format. In this example, we will filter down to records that contain data for the fields that we would like to format.

define filter

This way, we aren't trying to format fields that don't contain any data. You can add any filter that you would like that is relevant to your use case — lifecycle stages, record creation dates, engagement triggers, etc. Insycle can utilize any data that is captured by your CRM in the filter stage.

When you click the Search button, a preview of the data will be generated at the bottom of the screen.

records preview

You can alter the fields that appear in this preview by clicking the "Layout" tab in Step 1.

Step 2: Pick fields, then functions to apply.

In Step 2, we tell Insycle how we would like to update and format the fields that we selected with the filter in Step 1.

You select the field, then the functions that you would like to apply to the field. You can apply multiple functions to a single field, as we do in the example below.

Applying functions is simple. We built a function that formats all three records, then break down how it works.

First, let's look at the Phone Number and First Name formatting functions.

phone number and first name formatting

In the first selection, we are using the "Format phone USA" function to format all phone numbers in our database to the U.S. standard.

For first names, we are doing several things:

  • Removing leading or trailing whitespace

  • Removing salutations: Mr or Mr. or Mrs or Mrs. or any other you specify

  • Proper case (capitalization) from JANE/jane to Jane

This not only formats our names correctly but cleans up the data a bit as it does.

In the third field, Street Address, we are standardizing various aspects of the address.

street address format

This formats and standardizes several aspects of the Street Address field.

  • Street → St

  • Drive → Dr

  • Avenue → Ave

  • Boulevard → Blvd

There are also pre-built functions for standardizing states, to either their full name (New York) or their abbreviation (NY).

Step 3: Choose between "Preview" mode to simulate the process and generate a report, and "Update" mode to transform

In step 3, you can either preview the changes to our data or push the changes live to your CRM.

Click the "Review" button.

review button

This brings up a three-step process. First, we have the option to choose whether we would like to run in Preview Mode or Update Mode.

preview or update

Preview Mode generates a CSV report that allows you to see what changes would be made to your data. Update Mode pushes the changes live into your database.

In the Notify tab, you can customize the email report that is generated. Here, you can add colleagues to the list of emails receiving the report and provide additional context.

share

In the third screen, you can choose whether you would like to run the Transform Data module one time immediately, or schedule it to run on a set schedule.

automation

By automating formatting, you can ensure that critical fields in your CRM are formatted consistently, removing manual formatting tasks from your to-do list.

Once you run the operation, a CSV report will be generated.

result

You can click on the RUN ID to open the CSV report, detailing the changes. This report is always available in the Activity Tracker.

Once you are satisfied with how the operation runs, you can save your settings as a Template for future use by clicking on the "+" and "Save" buttons on the Template Menu.

templates

Format Names, Phone Numbers, and Addresses On Import

Quick Summary

The process of formatting data in Insycle is simple and straightforward using the Transform Data module.

First, you filter your data down to the records that you would like to update. Then, you apply the formatting function. Then you can preview the changes, or push them live to your CRM.

Then, you can save these formatting templates for future use, saving you time on all future formatting tasks, or even automate it to happen on a consistent, regular schedule. All changes to your data can be tracked for auditing in the Activity Tracker.

Step 3: Prepare Data. Optional Step: Cleanse, format, append, or tweak the data before importing

In this step, you can prepare and update your data in various ways before importing. For instance, you can format specific fields, cleanse data, and perform other actions to prepare and organize your data before importing.

We’ll show you how to format names, phone numbers, and addresses before they are imported into your CRM database.

To do this, select the “Functions” tab.

Here, you’ll be able to select a specific field and then a function to apply to that field.

format on import

On the left-hand side, we have the Column Name. This is a column from the CSV file that you are importing.

On the right side, you select a Function for each field. This is where you tell Insycle how to format each field.

In the example above, we are doing three things:

  1. Formatting first and last names to proper capitalization

  2. Formatting phone numbers to the E.164 international standard

  3. Formatting and standardizing US States

Formatting options are available for any field in your import CSV.

The list of functions is long. To find functions that might apply to a specific field, you can use the search feature in the Function dropdown.

phone number formatting

Some examples of other functions that you can apply in this step include:

  • Formatting names and companies for proper case

  • Formatting phone numbers & addresses to popular standards

  • Removing terms/whitespace/non-letters/symbols

  • Add prefixes and suffixes

  • Extract data from a field, such as domains

  • Much more

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.

Automation

You can set up ongoing data maintenance automation with Insycle on the module level using Templates, string templates together using Recipes, or integrate directly with Workflows in HubSpot.

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 Transform Data.

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 Transform Data.

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