Export CRM Data for CSV Comparison or Enrichment

Navigate to Data Management > Magical Import. Then select the database and the record type in the top menu.

Choose the CSV file that you would like to match to CRM records and export data from. This file will not be uploaded to your CRM.

The Preview panel will load the CSV rows, with a column for each field. 

AI-Powered Automatic Mapping

If you have AI enabled for your object type with at least "Meta" access, Insycle automatically uses AI to analyze your CSV column names, suggesting CRM mappings and matching criteria. This happens after loading your CSV.

The AI only accesses metadata, not actual record data.

Review and Adjust Field Mappings

With AI enabled, the Data Mapping section will automatically expand after your CSV is processed. If AI is not enabled, you can manually expand this section by clicking on the Data Mapping heading.

Insycle automatically identifies and maps matching CRM fields, with the second row displaying the mapped CRM field names.

If your CSV includes fields that don't match any CRM fields, a red warning icon will appear at the top of the column. When using the Export feature, the only column that must be mapped correctly is the one you want to use as your Matching Criteria.

If needed, manually select the correct CRM field from the Not Mapped dropdown. Other columns will be ignored. You could even remove them from the Preview by clicking the "X" that appears when you roll over the CSV column name.

Review and Confirm Fields for Matching CSV Rows to CRM Records

If using AI, Matching Criteria is proposed based on your CSV columns and CRM fields. Review these suggestions, as it is key that this is a unique identifier that would only belong to a single record—such as an email address, web URL, phone number, street address, or ID number. 

You can adjust the AI suggestions or manually select the Matching Field.

Note that when using an email field, Insycle will automatically cross-reference any additional email fields in the records for a match. If using a domain field, Insycle will check additional domain fields.

Once you've selected the Matching Field, the CSV data in the Preview will be updated to reflect which rows matched records in your CRM. The row number and Matching Field will become links to the corresponding CRM records. These are the only rows that will be part of your final export.

Rows from your CSV that do not match records in your CRM will display a red warning icon in the Preview. To filter these out so that Insycle only includes matched rows in the export, select Show Only Valid Rows from the Preview filter.

At the bottom of the Magical Import page, under Action to take with the CSV, click the Export tab.

Define the Fields to Export. These are the CRM fields that you would like to pull data from to analyze, compare with your CSV data, or use for enrichment. You should include your Matching Field and other key fields.

Click the Export button, then click the Run ID in the Export Result popup, or go to your email to download the compare CSV.

All the data for the Fields to Export that you selected will be included for each CSV row for which a CRM match was found. Then, you can analyze this data, compare it to your CSV, or use it to enrich another source. 

Insycle uses Matching Criteria to compare the CSV with your CRM data and identify existing records for the same entity. Matching Criteria are rules based on unique identifiers that typically belong to only one entity, such as:

• Email address
• Company domain (for business records)
• Phone number
• ID number
• Street address

Note that when using an email field, Insycle will automatically cross-reference any additional email fields in the records for a match. If using a domain field, Insycle will check additional domain fields. 

You can set multiple matching rules that are evaluated in order from top to bottom. This allows you to find matches based on various criteria, all in one step. 

For example, you could use the following criteria to match contact records:

1. Email address
2. First Name + Last Name + Company Name
3. First Name + Last Name + Phone Number

Insycle attempts to match each CSV record using the first rule. If no match is found, it proceeds to the next rule, continuing until either a match is found or all rules are exhausted (in which case the CSV record is considered new or unique).

For best results, place your most precise matching criteria at the top of your rule list. Additionally, keep in mind that while names can be included as part of the matching criteria, they should be used in conjunction with other identifiers, as multiple individuals may have the same name.

If there are issues with a CSV row, a red warning icon will appear in the Preview.

When using the Export feature, the only column that must be mapped correctly is the one you'll use as your Matching Field under Data Mapping. You need to select the corresponding CRM field from the dropdown. Other columns will be ignored and could be removed by hovering over the column name and clicking the "X" icon.

After you select the Matching Criteria, the CSV data in the Preview will be updated to reflect which rows matched records in your CRM. Rows from your CSV that do not match records in your CRM will display a warning message. These will not be part of your export. 

If a record in your CSV is not being matched to a CRM record and you know that it should be, there are several potential causes:

1. The Matching Criteria you chose does not match between the CSV and CRM

   Insycle relies on your Matching Field selection to compare your CSV file with your CRM data. If Insycle can't find matches between the two sources, you may need to find a more reliable but unique field.

   Take a look at the data in your CRM using the Grid Edit module, adding columns to the layout to explore the fields and values. Then, compare this against the columns and values in your CSV to find a field that dependably matches the two sources.

2. You are using too many fields in the Matching Criteria rule

   You can select more than one field in each Matching Criteria rule; however, ALL of the fields must match, not just one or some of them. If you include five fields and four of them match, but one doesn't, Insycle will not consider the record a match.

   Typically, it is best to use a single field for your first Matching Criteria to improve the likelihood of finding existing records in your CRM. Then you can add additional rules to match multiple fields.

   

3. Your Matching Criteria is too broad

   If you're using a field that is not truly unique as Matching Criteria, it's likely that Insycle won't be able to identify one single record as a match. For instance, there could be many people with the Industry "Media" in your CRM. This is why uniqueness is key.

   When selecting your Matching Criteria, make sure it is truly a "unique identifier." These are data points that would only belong to a single record—such as email address, phone number, street address, or ID number. For companies, it could also be company name, or company domain.

   

4. AI suggested inappropriate matching criteria

   While AI can recommend matching criteria, it might not always select the most suitable fields for your specific data. Review the AI-suggested matching criteria and adjust or replace them with more appropriate options based on your understanding of the data quality and uniqueness in both your CSV and CRM.

5. There is a syncing issue

   To refresh the data in Insycle, navigate to Settings > Sync Status, and next to the account name, click the Sync changes from last day button (lightning bolt icon). 

   

   Alternatively, you could log out of Insycle and then log back in.

   For help re-syncing a specific field, contact support.

Use the Export feature if you want to use entries in a CSV file to look up and export data from your CRM. Insycle will search for matching records in your CRM and include the corresponding field data in the CSV report.

You can select as many fields as needed for analysis or import into another resource. 

This can help you to determine if you already have the records in your database, and, if you do, what data they contain. You could also enrich your external data source with data from your CRM. 

Yes, Insycle will automatically map fields that it can identify. However, if there are cases where it cannot determine what a field should map to, a warning icon will appear, and the CRM field dropdown will display "Not Mapped." 

When using the Export feature, the only column that must be mapped correctly is the one you want to use as your Matching Field under Data Mapping. You need to select the corresponding CRM field from the dropdown. Other columns will be ignored.

AI mapping provides an excellent starting point and can correctly identify most standard fields when CSV column names are descriptive. However, you should always review AI suggestions because:

• Custom fields or unique naming conventions may not be recognized
• Similar field names might map to unexpected CRM fields
• Your specific business requirements may need different field mappings
• Matching criteria suggestions should be validated against your data quality

Think of AI mapping as a time-saving assistant that handles the obvious mappings, so you can focus on complex or custom fields that need human judgment.

Yes, you can disable AI features by navigating to Settings > AI and turning off the toggles for the object types where you don't want AI assistance. You need Admin or Owner Insycle permissions to change these settings.

When AI is disabled, you'll manually map all CSV columns to CRM fields and set your Matching Criteria.

You can also use a hybrid approach: enable AI for initial suggestions, then manually review and adjust mapping for each column to maintain full control while benefiting from AI's time-saving capabilities.