Insycle allows you to import data flexibly and consistently. You can deduplicate, cleanse, and standardize your data before importing it into your database. This not only ensures that critical customer data reaches your CRM but that it is clean and tidy when it does.

With Magical Import you can do the following while importing:

  • Map fields and save templates for future mapping

  • Choose when your data is updated, overwritten, or appended

  • Deduplicate data while importing

  • Cleanse data while importing

  • Format and standardize

With Magical Import, you’ll ensure that you are able to enforce data quality and consistency standards while importing new data with confidence.

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, it's easy to do this data prep consistently by anyone on your team.

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.

For more about Identify Fields see Step 2 and the FAQ section.

Quick Summary

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

You can save all settings using Templates. With templates, future imports will not need to be reconfigured, saving you time on future importing tasks. All imports are available to review at any time through the Activity Tracker.

Step 1: Map CSV Columns to CRM Fields

When you open the Magical Import module, first upload the CSV file that you would like to import.

Uploading a file into 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.

choose csv file

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 maps them for you.

Insycle will automatically match CSV column names to CRM field names

If your .CSV contains fields that are not matched to your CRM, a red exclamation point error notification will show.

Exception on field

These fields need to be mapped manually. If they remain unmapped they will not 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, then tell Insycle how to use the data on a field-by-field basis using Import Mode, located directly below the field mapping section. 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, fill, overwrite, and append import mode
  • 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. Another example is multi-select picklists for example when the existing value is "green" and "yellow" and you're trying to append "pink".

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.

record exception

Records that have errors in them will not be imported. Other fields will be imported as normal.

Step 2: Choose An Identity Field

First, we select the Identity Field.

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.

For example, no other contact in the database would have Joe Brown's email address, phone number, or ID number listed on their contact record. If a contact record contains a match for Joe Brown's data in one of those fields, we know that is the contact record for Joe Brown.

Insycle uses identity fields to check your database for matches and determine whether to create a new record or update an existing one while importing. Insycle uses the Identity Fields to match CSV rows to records in the CRM.

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

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 for Import

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.

prepare data

In this example, we are formatting the first and last name to be properly capitalized, formatting the State field to standardized abbreviations, 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

  • Removing terms/whitespace/non-letters/symbols

  • Formatting states to full state names or abbreviations

  • Add prefixes and suffixes

  • Extract domains

  • Much more

Step 4: Manage Data

In step 4, you have several additional options for managing your data before importing it into your CRM.

list, update, associate, format

These features give you additional control over your import.

  • List: Add your imported data to an existing list. Only available for HubSpot.

  • 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, deals, and custom objects 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” when using Salesforce.

  • Date Format: Format dates contained within your CSV file to your preferred standard.

Step 5: Import

Now, you can go through the process of importing your data.

import

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 how many records you tried to import and how many succeeded, failed, or were updated, deleted, or unmodified.

result

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.

Templates

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.

template

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

template

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" or "Link" tab in Step 4 (depending on the verbiage used by your app).

associate

Can Insycle compare CSV data to existing data in my CRM

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

When should I use the "Compare" Feature?

Use the "Compare" feature when you want to use your CSV to view other data in your CRM for the same records.

For instance, Insycle might use the "email" field in your CSV to identify the matching record in your CRM, then you can view all additional fields for those matched records in a CSV.

When should I use the "Pull" Feature?

Use the "Pull" feature to see if your CSV data is already present in your CRM. This is great for trimming your CSV files and keeping yourself from creating duplicates when uploading new lists.

Automation

By saving Insycle templates, your mapping settings will be automatically remembered from one import to the next. Then, imports can be automatically mapped, saving you time on every import and reducing errors.

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 or updates through CSV files.

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