Sometimes, you may need to compare CSV data to your existing records in your CRM. You can compare CSV data to contacts, companies, deals, or any other record type—including other standard and custom objects.

Using the Pull and Compare features in the Magical Import module, you can do things like:

  • Compare contacts, companies, deals, and custom objects to existing records in your CRM.

  • See how many contacts from a list are net-new versus already existing in your CRM

  • Enrich the CSV with values from the CRM, for example, given an email address extract the lifecycle stage, industry, or phone number for that contact from the CRM

  • Compare existing values in the CRM to CSV values, to ensure that you don't overwrite important data

  • Checking unsubscribers against your CRM database

Table of Contents

How It Works

With Insycle, comparing contact, customer, or deal data in a CSV file to existing data in your CRM is easy, using the Magical Import module.

You simply upload your CSV, select the "Pull" or "Compare" features, and then Insycle lets you compare your CSV data tot your existing CRM data in two different ways.

"Compare" matches CSV data to CRM data then pulls additional CRM data for you to examine. This is great for comparing data in your CSV to your CRM.

"Pull" matches CSV data to CRM data to see if the record already exists in your CRM. This is great for seeing if data in your CSV is already present in your CRM.

This can be used to reconcile data against your CRM or see if imports are likely to create duplicates.

Quick Summary

You just tell Insycle which CSV columns to compare to fields in your CRM. Then, you use the Pull and Compare tabs in Step 2 to compare CSV data to existing records in your CRM.

You can save all settings using Templates. With templates, future comparisons will not need to be reconfigured, saving you time on all future comparison tasks.

Step 1: Map CSV Columns to CRM Fields

When you open the Magical Import module, the first thing that you will need to do is select the .CSV file containing the data that you would like to import.

Uploading a file to Insycle does not import it to the CRM right away, instead, you can prepare the data in a variety of ways before importing it to the CRM.

csv upload

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.

If your CSV contains fields that are not matched to fields in your CRM database, a red exclamation point error notification will show. These fields will need to be manually mapped to your CRM data for comparison purposes.

erro and exception

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 included when using the Pull and Compare features covered below.

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

Now let's look at how you can use the Pull and Compare features to compare your CSV data to existing CRM data.

How To Use “Pull” To Compare Your CSV Data to CRM Records (Step 2)

"Pull" matches CSV data to CRM data to see if the record already exists in your CRM. This is great for seeing if data in your CSV is already present in your CRM.

In “Step 2: Choose an action. What would you like to do with the CSV?” click on the Pull tab.

pull

On this tab, you must make two selections — the Identity Field from your .CSV data, and the pull field that you will use to compare it to your CRM data.

Insycle uses Identity Fields to compare your CSV to your Intercom data. 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.

The Identity Field is a field in your CSV. The Pull Field is a field in your CRM. These two fields will be compared and matched.

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 CRM record that you would like to pull data from 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.

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 will not be able to identify a record to pull data from. For instance, there are probably many people with the first name 'John' in your CRM, but you want to make sure that you are pulling data from the correct record for John. This is why it is important that we use uniquely identifying fields.

Then, click the “Pull” button. You’ll be asked to confirm, click “Yes.”

The comparison will run. Afterward, you’ll receive a “Pull Report” that details the results.

pull result report

You can click on the Run ID to download the CSV report. This report, and all other data updates generated through Insycle, are always available in the Activity Tracker.

This CSV report tells you which records were matched based on the Identify Field and Pull Field you selected It also provides the Identity Field data and a link to the record in your CRM.

result matched

How To Use “Compare” To Compare Your CSV Data to CRM Records (Step 2)

"Compare" matches CSV data to CRM data then pulls additional CRM data for you to examine. This is great for comparing data in your CSV to your CRM.

Insycle also features another method for making comparisons, while giving you a deeper look at the data for each record in the comparison.

Select the “Compare” tab in Step 2.

compare tab

Then choose the Identity Field. In order to match your CSV data to existing data in your CRM, Insycle uses Identity Fields. You'd typically use an email address or phone number, or any other unique identifying value.

The Identity Field is the field from your CSV that will compare to your existing CRM data in the same field, based on the mapping settings that you selected in Step 1.

email identity field

If you use the "Email" field, Insycle searches your CRM database for records with a matching email field.

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. Often it is best to use a single Identity Field.

too many identity fields


Select your Identity Field and then hit the “Compare” button.

A CSV will be automatically downloaded. This CSV provides a complete look at the records included in the CSV you uploaded.

compare

And, it tells you if a match was able to be found in the CRM, based on the Identity Field that you chose.

hubspot exists

If the result is “True,” a match was found.

If the result is “False,” a match was not found.

Keep in mind, this does not tell you whether or not all of the data in the record matches, just your selected Identity Field.

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.

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

template add

After creating the template, you must save the template by clicking the save icon on the far right-hand side of the same menu.

Automation

You can set up ongoing data maintenance automation with Insycle on the module level, using Recipes, or integrating with Workflows.

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.

Frequently Asked Questions

What are the differences between the 'Pull' and 'Compare' features?

"Compare" matches CSV data to CRM data then pulls additional CRM data for you to examine. This is great for comparing data in your CSV to your CRM.

"Pull" matches CSV data to CRM data to see if the record already exists in your CRM. This is great for seeing if data in your CSV is already present in your CRM.

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.

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