Associating contacts, companies, and deals is critical for maintaining order in your CRM. Your sales and marketing teams rely on properly associated data for context in communications, sales conversations, and decision-making. But when you import data —whether manually or through an integration—those associations are often not in place. Manually associating contacts can be extremely time-consuming.

With Insycle, you can automatically associate contacts to companies, and companies to deals, on import. That way, newly imported data will be properly associated, as it enters your database.

To import data and associate contacts on import, we will use the Magical Import module.

Table of Contents

Quick Summary

With Insycle, you can associate contacts, companies, and deals to existing records in your database, from a CSV by matching property values. To associate records that are currently in the database, use the Magical Import module and the Associate action under the Manage Data Step.

To associate records, they need to have a field with a similar value in both records. For example, "Email Domain" on the contact, and "Website Domain" on the company. Then, you can pick those fields to match the records and establish the association.

To learn more about the importing process, please visit this help article:

Import new records or update and append to existing from CSV

Step 1: Map CSV Columns to CRM Fields

When you open the Magical Import module, the first thing you'll do is upload your CSV import file.

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.

choose csv file

After uploading your .CSV, Insycle analyzes your file and compares the columns in the file to fields in your CRM database.

Insycle will automatically detect fields that match and automatically map them for you. Those it cannot find will need to be mapped manually.

Exception on field

Just below the field mapping section, you’ll see that each individual field has the Import Mode dropdown, which tells Insycle what to do with the data contained in each 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.

  • Fill: Import CSV values only when the corresponding field in your CRM is empty.

  • 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.

Step 2: Choose an action. What would you like to do with the CSV?

email identity field

In order to determine whether to create a new record or update an existing one, Insycle uses the Identity Field to match CSV rows to records in the CRM. For example, when importing contacts, you'd typically use an email address, phone number, or any other unique value.

If you use the "Email" Identify Field, Insycle searches your CRM database for records with a matching email field. Other fields that you could consider using include names, phone numbers, ID numbers, or addresses.

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.

Then, in the Records Mode section, you tell Insycle how the imported data should be handled during the import process.

  • 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.

For example, if you want to make associations for existing records but do not want to create new records in your database, you can select "Only update existing."

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 generally ensure that the data that you are importing is clean and tidy.

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

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

Step 4: Manage Data. Optional Step: Bulk update other fields, associate imported to other records, add imported to List.

In “Step 4: Manage Data,” click on the Associate tab. This may also be called the Link tab, depending on which CRM you have connected and what naming convention they use.

associate

Here, we can tell Insycle how associations should work, using the dropdown selections contained in the tab.

First, we must choose an action — add or remove associations. For associating on import, we will choose “Add.’

action

Then in the second “Record Type” dropdown, we tell Insycle what kind of associations we would like to make using the .CSV import data.

You can choose:

  • Contacts to company

  • Contacts to deals

  • Contacts to custom objects (HubSpot)

association record types

In the next dropdown, “CSV Column,” we will tell Insycle what field from the CSV we would like to use to match and associate.

For instance, if you were associating contacts to companies, you would likely use the “Company” or “Company Name” field from your .CSV import here. Other potential options include company domain names (from URLs or email domains), addresses, phone numbers, etc.

csv column

Then in the final dropdown, we tell Insycle what field we should match to in your CRM database.

For instance, if we are using the “Company” field from the .CSV, we will likely want to match that to the “Company” or “Company Name” field in your CRM as well.

match field

Additionally, you have the option to create a new company record when one is not automatically matched by Insycle. You can do this by selecting the checkbox next to the dropdown selections in this tab.

create when no match is found

Now, when you complete the import, matching associations will be automatically created based on your settings. A record of this report will always be kept in your Activity Tracker that you can download at any time.

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 and associating your data.

import

Once you’ve gone through the previous steps and your import is prepared and ready, click on the “Import X Contacts” button.

The import will now take place and matching associated companies will be automatically associated to the contacts.

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.

result

A record of this report will always be kept in your Activity Tracker that you can download at any time.

In addition to this report, you will also receive an email that breaks down this same information.

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 Bulk Operations.

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 Bulk Operations.

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