Updating data in your CRM is critical for making it filterable, usable, and consistent. You may need to identify records that have a specific value in a field and update all matching records to a new value, in bulk.

With Insycle, you can use the Transform Data module to identify records that have a specific value in a specific field and update them with your desired value.

"If value=x, set it to=y."

Insycle makes it easy to slice and dice your data and update fields on a conditional basis.

Table of Contents

Quick Summary

With Insycle, it is easy to update specific fields on a conditional basis, based on the information that is present in the field.

To do this, use the Transform Data module. First, you set a filter that tells Insycle what fields that it should be looking at, based on rules. Then you apply the Map function to the field that you would like to update and tell Insycle how the update should take place. Then, you can update once, or automate updates on a regular basis.

You can save all condition bulk update settings using Templates. With templates, future condition update tasks will not need to be reconfigured, and can even be automated.

Step 1: Define filter, then click Search.

Bulk standardization is handled in the Transform Data module.

In Step #1, you filter our database down to only those records that you would like to identify and update.

In our example, we are looking for contacts that have the listed industry as "Software" and we would like to update that to "Technology."

define filter

With your filter set, a preview of the fields that match this filter will be generated at the bottom of the screen.

record preview

Here, you can view and select individual records for update using the checkbox next to the record.

Step #2: Pick fields, then functions to apply.

Here is where you tell Insycle what fields you'd like to update and what rules to follow in the update process. You can use pre-built templates and functions, or build your own custom rule-based templates.

In this example, we are taking all contacts that have their industry listed as "Software" and we are updating it to "Technology."

map industry

Let's break down how it works, step-by-step.

Our selected field is the "Industry" field.

Then we use the Map function and tell Insycle both the Existing Text that we would like to identify, as well as the New Text that we would like to map it with. This will replace this Existing Text with the New Text.

  • Software→ Technology

You could also update multiple different record types here using the pipe key in the Existing Text field. Like this:

"Software|Software and Technology|Software & Technology|"

You can easily add additional industries to the template for standardization using the Field button. Then, you only have to set your standardization preferences one time, then save it as a Template, and will save yourself time on all future "if field=x update to y" updates.

To create a template, click the Add Template Button (+) to give your template a name, then click the Save Button to save it for future use.

templates

Step #3: Choose Preview or Update Mode

Once ready, you can select individual records from the record preview at the bottom of the module screen, or just click the Review Button.

First, you'll choose whether you want to run this operation in Update Mode or Preview Mode.

preview or update

In Preview Mode, you'll be able to generate a CSV report that details all of the changes that will be made to your data. Preview Mode does not push any data updates to your live database.

Update Mode does push updates to your live database.

In the Notify screen, you'll be able to put together an email report for your update. You can add colleagues and customize the report with additional context as needed.

share

In the "When" screen, you choose whether you want to run the module one time, immediately (Run Now) or recurring on a regular, set schedule (Automate).

In Run Now, you have the option to run the entire selection, individual records that you have selected from the Preview,

automate or run now

In Automate, you can choose an hourly, daily, weekly, or monthly schedule for your standardization processes. You can always view scheduled automated operations in the "Automations" screen on the main menu.

Complex Conditional Branches Example (Syncing Owners Across CRMs)

One common complex use case for conditional updates is syncing record owners across CRMs.

For example, if you wanted to sync your Pipedrive organization owner with your HubSpot company owner, there are some nuances that can make this a headache across any CRM.

The fields may not natively sync, and the owner will not be properly associated in both systems. Additionally, these fields often store the Owner ID, and not the actual name of the owner. So moving that data from one field to another means that you are simply passing the owner ID, and not the name of the owner, which is not always what you'd want.

Often, this results in a workaround. For instance, one commonly used workaround is to copy the Pipedrive owner to a new custom field and then sync that field with HubSpot, and update to the owner's name using HubSpot workflows. But this is tedious and complicated.

Insycle makes it easy to handle this using three functions—Map, Map default, and Copy. Here is an example of mapping the ID numbers so that if they are one value in Pipedrive, it will change it in HubSpot:

complex conditional

Using the Transform Data allows you to do multiple conditional bulk updates all in one template. The way to read it is the following:

  • If "My Custom" has value 123, set the value 456 in the "Contact Owner" field << 123 is the Pipedrive owner ID, 456 is the matching HubSpot owner ID

  • If "My Custom" has value 234 or 345, set the value 567 in the "Contact Owner" field << 234 and 345 are the Pipedrive owner ID, 567 is the matching HubSpot owner ID. You can optionally map two Pipedrive owners to one HubSpot owner.

  • If "My Custom" has no value, that is, no owner, set the "Contact Owner" to a default HubSpot contact ID.

To clarify, in this template the field "My Custom" is not modified, it's used as an input for the mapping. The output of the mapping is set on the "Contact Owner" field.

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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