Sometimes, you may need to delete records from your CRM—contacts, companies, deals, or custom objects—from a CSV.

These might be contacts that have had hard-bounced emails, have opted out of your mailing list, were mistakenly added to your CRM, companies that have shuttered their doors, or for other reasons.

With Insycle, you can quickly match CSV records to records in your CRM and delete them.

Table of Contents

Quick Summary

With Insycle, matching records from a CSV to records in your CRM and deleting them in bulk is simple. using the Magical Import module.

You just upload your CSV, choose the Identity field(s) for matching, and then delete them in Step 2. With Insycle, you can declutter your database in a few simple steps.

You can save all settings using Templates. With templates, future bulk record deletions will not need to be reconfigured, saving you time on all future deletion 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 record data that you would like to match to CRM records for deletion.

Uploading a CSV file to Insycle does not create any changes to your data right away. First, you have several option son how to prepare the data, including matching it to records in your database and deleting them.

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.

Records that are not automatically mapped will display an error and may need to be mapped manually—particularly if you are using that field as an Identity field for matching your CSV records to your CRM records. If unmapped, the fields will not be available for use as an Identity 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 included in the bulk delete process.

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

Next, we tell Insycle what to do with the CSV data, which is to match it to existing CRM records, then delete the records from your CRM.

Click on the Delete tab in Step 2. It is the fourth tab from the left.

delete tab

Then, we select the Identity Field(s). These are the fields that Insycle will use to match rows in your CSV to records in your CRM.

You can choose one or multiple Identity Fields. If you use multiple Identity Fields, Insycle will attempt to match all chosen fields. If a single added field does not match, the entire record will not be matched, and therefore will not be deleted.

In our example, we are using the "Email" field, which is a common Identity Field used for matching.

With your Identity Field chosen, you can then select the "Delete X Contacts" button.

Before the deletion takes place, you'll be prompted to confirm.

please confirm deletion

After the deletion operation runs, you'll be provided with a report, detailing how many records were successfully deleted and how many failed. Failed deletions were likely not matched to existing CRM records.

deletion result

You can download the full report by clicking on the Run ID. A CSV file will download. You can also always view changes made in the Magical Import module by visiting the Activity Tracker in the main navigation menu.

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 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.

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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