Export CRM Data for CSV Comparison or Enrichment

Select the CSV File for Matching Records

Navigate to Data Management > Magical Import. 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.

After uploading your CSV data, Insycle analyzes your file and compares the columns in the file to fields in your CRM database, mapping recognized fields for you. 

If your CSV contains fields that are not matched to your CRM, a red error notification icon will show. When using the Export feature, the only column that must be mapped correctly is the one used as your Matching Criteria in Step 2. Other columns will be ignored.

Export provides a simple CSV report by using the list of entries from your source CSV to retrieve existing data for specific fields from your CRM records.

Under Step 2, click the Export tab.

Select the Matching Field to match CSV data to records in your CRM. This should be a field where both the CSV and CRM have the same value. This needs to be a unique identifier that would only belong to a single record—such as an email address, phone number, or ID number. 

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 Step 1 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.

Rows from your CSV that do not match records in your CRM will display an error message. To filter these out so Insycle only includes matched rows in the export, select Only Valid from the filter in the Step 1 heading.

In Step 2, 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 may want to 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 column, 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 used as your Matching Field in Step 2. You need to select the corresponding CRM field from the dropdown. Other columns will be ignored.

If there are issues with a CSV row, the red warning icon will be shown on the left side of the table in Step 1. All rows with warnings will still be included in the generated CSV export, though they may also display error messages in the report. 

To learn what the problem is, hover over the red exclamation mark—an explanation of the error will display. 

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

   Have a look at the data in your CRM using the Grid Edit module, adding columns to the layout so you can 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. 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 look for matching records in your CRM and include 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 is able to identify. However, if there are cases where it can't figure out what a field should map to, a warning icon will appear, and the CRM field dropdown will say "Not Mapped." 

When using the Export feature, the only column that must be mapped correctly is the one used as your Matching Field in Step 2. You need to select the corresponding CRM field from the dropdown. Other columns will be ignored.