Format names, phones, addresses

Table of Contents

Overview

Apply data formatting rules, in bulk and automatically:

  • Proper case (capitalize) people and company names to improve personalization.
  • Format phone numbers for a one-click dial with integrated dialers 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.

Simulate the formatting process by running it in "preview" mode before actually updating the data in the CRM to make sure it works as expected.

Generate a CSV report of the values before and after. Revert changes if needed.

Quick Start using Templates

Open the Transform Data module and pick a record type, for example, contact or company.

For a quick start, explore the default templates. 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.

Step 1: Define Filter

First, filter for the relevant records to format. You can segment by date created/modified, record owners, values contained in the field, and even case-sensitive values like names in lowercase. Read more about how to search using sophisticated methods not available in CRMs.

Step 2: Pick Fields

Pick a field and then select one or more functions to apply to it.

For example, pick the First Name field and apply the following functions:

  • Remove leading or trailing whitespace
  • Remove salutations: Mr or Mr. or Mrs or Mrs. or any other you specify
  • Proper case (capitalize) from JANE to Jane

The functions are applied in the order they are listed. Click the arrow buttons to reorder as needed.

You can format multiple fields at the same time. For example, format the name, phone number, company name, and address. Click the + button to add additional fields.

Review

Now you can generate a CSV report, and run a simulation of the formating process - before actually updating records in the CRM - to make sure it works as expected.

Click the Review button which will open the following dialog. You can choose between "Preview" more which simulates the formating process for analysis purposes without modifying any data in the CRM, and "Update" mode which updates the data in the CRM.

Click the "Next" button to add email recipients that will receive the CSV report of the "before" and "after" values, and customize the message subject and body.

Finally, click the "Next" button to choose between running the process automatically on a recurring basis, or running it one-time right now.

Insycle will run the formatting process according to your selection and you'd receive an email with a CSV report.

Once you're ready to bulk format in the CRM, click the "Review" button again and pick "Update" mode. Insycle will format records in the CRM directly.

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.

Automation

Maintaining your CRM data plays a critical role in the effectiveness of any team that uses that data. Insycle automates CRM data maintenance so that you can focus on optimizing processes, not running complicated data maintenance tasks by-hand.

Save the configuration you just created into a template, so that you can reuse it in the future, collaborate with your team on the settings, and ultimately automate tasks.

You can choose to automate a template to run on a recurring basis based on a schedule, or integrate it into a workflow automation builder in your CRM.

Additional Resources

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