Insycle’s Magical Import Tool allows you to import data flexibly and powerfully. You can deduplicate, cleanse, and standardize your data before importing it into your database.
With Insycle’s “Magical Import” tool you can not only make sure that your critical customer data reaches your CRM but that it is clean and tidy when it does.
Let’s go through how to use the Magical Import tool, step-by-step.
Get Started: Upload Your .CSV File
When you open the Magical Import module, the first action you’ll need to take is uploading your data .CSV file for importing.
Loading a file to Insycle does not import it to the CRM right away, instead you can prepare the data in a variety of ways prior to actually importing it to the CRM.
Step 1: Map CSV Columns to CRM Fields
After uploading your .CSV data, Insycle analyzes your file and compares the columns in the file to fields in your CRM database.
Then, it automatically detects fields that match and automatically maps them for you.
If your .CSV contains fields that are not matched to your CRM, a red exclamation point error notification will show.
These fields need to be mapped manually. If they remain unmapped they will not be imported. However, fields without errors may still be imported. You can choose to leave those columns unmapped, or click the “X” next to the column when you hover over it to remove it from the list.
With all relevant fields mapped, you then tell Insycle how to use the data on a field-by-field basis using Import Mode.
Below the field mapping section, you’ll see “Import Mode.” Each field has an Import Mode dropdown, which tells Insycle what to do with the data contained in the field.
You have 4 options — Update, Fill, Overwrite, and Append.
Update: Update CRM records with all non-empty field data contained in the .CSV. If a record’s field contains empty data, that field will not be updated in the CRM.
Fill: Import CSV values only when the corresponding field in your CRM is empty. If the CRM field already contains data, Insycle will not overwrite the existing data.
Overwrite: Insycle will replace any existing data in your CRM with the data in the CSV — even if the CSV field is empty.
Append: Import values from the CSV and append (add them to) the existing data already in your CRM. A common example of how “Append” is used would be in a “Notes” field, where you are consistently adding new data to the field over time.
Insycle also allows you to preview and edit the import data directly in Insycle. By clicking the pencil icon next to any field, you can edit the field.
If a record has errors in it, the red exclamation point notification will be shown on the left side of the record. When you hover over the red exclamation mark, an explanation of the error will be displayed.
Records that have errors in them will not be imported. Other fields will be imported as normal.
Step 2: Choose an action. What would you like to do with the CSV?
In order to determine whether to create a new record or update an existing one, Insycle uses the Identity Fields to match CSV rows to records in the CRM. For example, when importing contacts, you'd typically use an email address or phone number, or other unique value.
Please note: you can select more than one identity field. However, Insycle will check all of the fields. If one single field does not match, the corresponding matching CRM record will not be identified. Outside of specific use cases, it is typically best to use a single identity field.
In the “Records Mode” section, you tell Insycle how the imported data should be used.
You have three options.
Update existing and create net new. Insycle will attempt to match imported records to existing CRM records using the identity field. If Insycle is unable to find a corresponding record, a new record will be created in your CRM.
Only update existing. Insycle will attempt to match imported records to existing CRM records using the identity field. If a corresponding record is found, it will be updated with the data from your .CSV import. Records that are not matched with an existing CRM record will not be imported.
Only create net new. Insycle will attempt to match imported records to existing CRM records using the identity field. Only records that can not be matched with an existing record in your database will be imported. Records that already exist in your CRM will not be.
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 cleanse and organize your data prior to importing.
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.
In this example, we are formatting the first and last name to be properly capitalized, formatting the phone number to the E. 164 international standard, and formatting the company name to be properly capitalized.
Some of the functions that you can apply in this step include:
Formatting names and companies for proper case
Formatting phone numbers & addresses to popular standards
Add prefixes and suffixes
Step 4: Manage Data. Optional Step: Bulk update other fields, associate imported to other records, add imported to List.
In step 4, you have several more options for managing your data before importing it into your CRM database.
These features give you additional control over your import.
List: Add your imported data to an existing list. In the example above, we are adding all imported contacts to a list named “Los Angeles Founders.” Only available for the HubSpot integration.
Bulk Update: Update a specific field on import. For example, we could update all imported records to have the Job Title of “Founder,” regardless of the data that is contained within the CSV file.
Associate: Associate contacts to companies or companies to deals automatically when importing data. You select a CSV field and the CRM field you’d like to match it with to create associations. Also known as “Link” in other apps.
Date Format: Format dates within your CSV file to your preferred standard.
Step 5: Import. Select specific rows to import, or import all rows in the selected filter view.
Now, you can go through the process of importing your data.
Click on the “Import X Contacts” button and the import will run — updating your data directly in your CRM.
After the import runs, you’ll receive a report that breaks down import information — how many records you tried to import and how many succeeded, failed, or were updated, deleted, or unmodified.
Click the Run ID to open a CSV record of the import. A record of this report will always be kept in your “Activity Tracker” that you can download at any time. You will also receive an email that breaks down this same information.
With your import set up and running smoothly, you can then save your settings as a template. With a template, all of your settings are saved — field mapping, functions, 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.
To create and save a new template, you click the “+” symbol on the right-hand side of the template banner.
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 during imports.
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 the data that you import.