With Insycle, you can directly compare your .CSV data to existing records in your CRM, quickly and easily.

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:

  • Seeing 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

Here are step-by-step instructions, showing how the Pull and Compare features allow you to compare CSV data to existing CRM data.

Table of Contents

Quick Summary

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

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, Choose the Import Action for Your Data, 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. All actions taken in the Magical Import module 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, the first thing that you will need to do is select the .CSV file containing the data that you would like to import.

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 before importing it to the CRM.

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. Or, you can either leave those columns unmapped or remove them by clicking X next to the column header.

If unmapped, the fields will not be available for use in the comparison steps outlined in this article.

Insycle allows you to preview and in-line edit the data that you are comparing. By clicking the pencil icon next to any field, you can edit the field directly before comparing the data to your existing CRM data.

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 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)

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

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.

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.

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.

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 deeplink to the record in your CRM.

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

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.

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.

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.


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.

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

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.

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.

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

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

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 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.

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.

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