Insycle for Salesforce Setup Guide

Getting started with Insycle requires two installations, both completed by a Salesforce administrator. The steps below provide a summary. For complete step-by-step instructions, see the Install Insycle's Salesforce AppExchange App article.

Step 1: Install the Insycle Connected App

As part of Salesforce's updated security and control policies, a Salesforce admin must install the Insycle Connected App before any users in your organization can log in to Insycle.

The admin must have the "Approve Uninstalled Connected Apps" user permission, then:

1. Go to the Insycle Login page (https://www.insycle.com/login/) and click Log in with Salesforce.
2. In Salesforce, navigate to Setup > Connected Apps OAuth Usage.
3. Locate Insycle in the list and click Install.

Once the Connected App is installed, users in your organization can log in to Insycle using their Salesforce credentials.

Step 2: Install the Insycle AppExchange App

To enable merging duplicates, bulk converting leads, and integrating Insycle Recipes with Salesforce Flows, the Salesforce admin must also install Insycle's AppExchange app.

1. Install the Insycle package from the Salesforce AppExchange (https://appexchange.salesforce.com/appxListingDetail?listingId=a0N3A00000EJoHBUA1).
2. Select Install for All Users when prompted.
3. Assign the Insycle Permission Set to the appropriate admins in Salesforce under Setup > Users > Permission Sets.

For full installation instructions, including troubleshooting, see the Install Insycle's Salesforce AppExchange App article.

Once a Salesforce admin has installed the Insycle Connected App and AppExchange app, any Salesforce user can begin working with Insycle. You will just need to log in and give Insycle access to your Salesforce data.

Go to insycle.com and click Log in with Salesforce.

Log in to Salesforce, then grant Insycle permission to access your Salesforce account and data.

You'll then be redirected to Insycle, and the data will begin syncing. 

  Insycle's Salesforce integration uses OAuth with PKCE (Proof Key for Code Exchange) for enhanced security during authorization. This helps prevent token interception attacks and ensures compliance with Salesforce's security guidelines.

To confirm that your Salesforce account has successfully connected to Insycle, navigate to Settings > Accounts. Find the newly connected account and verify the details.

After signing up, Insycle needs to onboard data from your connected app. You can not update data until your data is fully onboarded.

You'll see a red banner across the top of the Insycle dashboard while this is taking place.

You will receive an email when your data onboarding is complete, but you can also check the status to see what has been synced with Insycle and what is still in progress.

Go to Settings > Sync Status

You will see a log of the most recent sync activities for all accounts connected to Insycle. In the row for your newly added Salesforce account, scroll all the way to the right and review the following:

• Total Diff: The difference in total records between Insycle and your CRM. This quickly tells you if the sync isn't complete.
• Total Insycle: The total number of records in Insycle.
• Total App: The total number of records in Salesforce.
• Breakdown: Insycle/App: A breakdown of the types of records included in those totals — contacts, accounts, opportunities, etc., and how many are in the platform versus in Insycle.

By default, Insycle automatically syncs contacts, accounts, leads, and opportunities. We also support custom and other default objects, which are available upon request.

All of Insycle's modules and features support all Salesforce standard and custom objects. By default, Insycle automatically syncs:

• Contacts
• Accounts
• Leads
• Opportunities

Additional custom or standard object types can be enabled for your Insycle account. Please contact us through the chat in the bottom-right corner of each page or email us at support@insycle.com to have these added.

Note that the number of object types does not affect your plan cost, but an increase in the number of records can. See our article on Pricing and Costs for more details.

Insycle offers precise control over which fields in your database are marked as Personally Identifiable Information (PII). This level of control is crucial for data privacy, especially when using Insycle's AI-driven features, which may share data with third-party AI service providers.

Since each organization's data structure is unique, you must evaluate your objects and fields to determine which data elements qualify as PII based on your specific data and privacy requirements.

Navigate to Settings > Fields to review and tag which fields contain Personally Identifiable Information (PII). This is crucial for ensuring data privacy and for effectively utilizing AI features. 

Note: To manage PII field settings, you'll need an 'Owner' or 'Admin' user role for each database you want to configure. You can review user roles by navigating to Settings > Users.

Learn more about defining your PII fields.

Insycle uses AI from providers such as OpenAI and Anthropic to enhance features like automatic field mapping in Magical Import and offer intelligent suggestions throughout the platform.

You can control what data is shared with these AI services by navigating to Settings > AI.

Configure three levels of data access per CRM object type: 

• Meta (only structure, no record values)
• Non-PII (non-personally identifiable data)
• Data (full records including PII)

All sharing options are enabled by default, and Insycle Admins and Owners can disable any level by toggling it off. This depends on your PII field tagging; ensure that PII fields are correctly tagged before configuring the AI settings.

Learn more about configuring how your data is used with Insycle’s AI features.

Now you can invite new users and manage roles and permissions.

Navigate to Settings > Users.  

To invite new team members to Insycle, click the Invite Team button at the top of the page.

Next, assign the users one of the following roles: Admin, User, or Assignee. To assign a role, select the user and then choose from the dropdown in the Role column. Note that only the Insycle support team can designate the Owner.

Grant them permissions by assigning Read or Write access for each module or app. To modify data in a module or app, a user must have Write permission.

Learn more about managing user roles and permissions.

To provide insight into records modified by Insycle when viewing data in your CRM, you can add an Insycle Run ID property. This Run ID identifies each Insycle operation that updates or creates a record and can be used to look up process reports in the Activity Tracker or to get support.

For each object type you use with Insycle, add a new custom property with the label "Insycle Run ID". This field label is the only requirement for the integration to work properly. It's not dependent on the internal name or underlying API field name.

Once set up, each time you run an operation in Insycle on your CRM data, Insycle will automatically populate the field, allowing you to refer back to the Run ID in the record history. 

Your team can use Insycle Recipes in Salesforce Flows, which allows you to automatically trigger multi-step data cleansing, formatting, deduplication, and assignment processes whenever records are created or updated, keeping your CRM data clean without manual intervention.

Before adding a Recipe to a Flow, an Insycle user with the Owner role must enable the integration.

In Insycle, the Owner should go to Settings > Accounts, and under the Actions column for the Salesforce account, click the Activate Salesforce Flow Integration button (plug icon). The plug icon will turn blue when enabled.

Now, any Insycle user can add Insycle Recipes to a Salesforce Flow. Learn more about integrating Insycle with Salesforce Flows.

Insycle uses Salesforce API calls in three main scenarios: 

• During initial data onboarding after trial signup
• When you modify data through Insycle operations (like deduplication, bulk updates, or imports) 
• During regular data synchronization between Salesforce and Insycle

The sync process is efficient, only checking for modified records—if nothing has changed, no API calls are consumed.

Insycle includes automated controls to prevent API overuse:

• Watermark – A safety threshold that stops Insycle from making API calls when your remaining calls reach a specified level (set as a percentage, fixed number, or both)
• Quota – A preset daily limit on API calls that Insycle can make, after which operations pause until the quota resets

These controls ensure Insycle doesn't interfere with other apps or exhaust your Salesforce API allocation.

Check your current API status at Settings > API Usage in Insycle. This page shows:

• Used – API calls Insycle has consumed today
• Quota – API calls allocated to Insycle
• Watermark – Your safety threshold
• Overall Used – Total API calls across all apps in your Salesforce account
• Overall Quota – Your total available API calls

You can also review basic usage in Salesforce under Setup > Environments > System Overview, or get detailed breakdowns by app using Salesforce Workbench's event logging.

Sudden increases in API usage often stem from bulk imports or updates in Salesforce (by users or other apps), new automation workflows, or daily scripts that modify large numbers of records. 

If you run out of API calls, you can analyze which apps are consuming them, purchase additional API capacity from Salesforce ($25/month per 10K calls), request an Insycle quota adjustment, ask Salesforce for a temporary limit increase, or wait for your daily allotment to refresh.

Now you can start improving your data. The Health Assessment is a great place to begin, as it highlights some of the issues Insycle has identified in your CRM and provides simple steps to help you resolve them.

Go to Dashboards > Health Assessment.

The Summary of Data Health Issues displays the number of records with problem data for each issue category.

Click one of the categories to access a list of issues in that group. Each issue type in the list links to a template configured to resolve the issue. 

In this example, under Low Quality Data, the first item flagged for attention is leads that should be converted to contacts. Click the Review button at the right end of the issue row to open the template and handle this issue in the module.

This example opens the 'Convert Salesforce Leads To Contacts Retain Owner' template in the Bulk Operations module.

The filters in Step 1 will find all leads that have an account name value, but are not yet converted.

In Step 2 on the Convert tab, the fields are configured to control the owner of the converted lead. A lead may have an owner, but depending on your organization's workflow, it may be more appropriate to assign the contact the same owner as the account. 

You can modify the Rule that tells Insycle where to take the Contact Owner value from.

Now, select a record to test this out on in the Record Viewer list at the bottom of the page. Click the email address link to open and review the record in Salesforce.

In Insycle, select the test record checkbox, then click the Review button above the list.

You can run in Preview mode, which simulates the process without changing the Salesforce database. Or you can run it on your database using Update mode. For this single-record test, select Update mode, then click Next.

On the (3) When page, switch to the Run Now tab and click Selected (for just the selected record). When you click the Run Now button, Insycle will ask you to confirm, then run and display the results summary.

In the Result window, click the Succeeded tab, then click the email address to see the changes in Salesforce.

If you're satisfied with the results of your test record, you can click the Review button again and run the operation on all records. 

After completing the Health Assessment and addressing the identified issues, you may want to explore the Top 3 Things To Do with Insycle or consider integrating Insycle with Salesforce Workflows to automate your cleanup efforts.

Learn more about using the Health Assessment.

The Activity Tracker in Insycle offers a comprehensive history and monitoring system that records every change to your CRM data, whether manual, automated, or previewed. It provides full transparency, accountability, and control by allowing you to monitor operations, access an audit trail, and understand what changes were made, when, why, and by whom.

What You Can Do with the Activity Tracker

Troubleshooting - Identify why operations failed or didn't produce expected results by reviewing statistics and detailed CSV reports

Rollback Capability - Partially revert changes using the before-and-after data in CSV reports through the Magical Import module

Progress Monitoring - Track long-running operations to see how they're progressing

Compliance & Auditing - Maintain a complete audit trail of all data changes for transparency and accountability

Team Collaboration - Share Run IDs with colleagues to discuss specific operations and coordinate data management efforts

Learn more about using the Activity Tracker.

There are two steps to uninstall Insycle from Salesforce:

1. Cancel your Insycle plan
2. Disconnect Salesforce from Insycle
    

Cancel Your Plan

  Please note that only users with an Owner role can modify your plan.

In Insycle, go to Settings > Billing, then click the Cancel Plan button.

If you're unsure who the 'Owner' is for your team, review the roles under Settings > Users. If you still can't figure it out, please contact our support team.

Disconnect Salesforce from Insycle

You can disconnect Salesforce from Insycle in either app. Once disconnected, the Insycle app will automatically be removed from your Salesforce account.

Option 1: Uninstall Insycle from the Salesforce App

  Salesforce User Permissions Needed: Customize Application AND either Modify All Data OR Manage Connected Apps.

In Salesforce, go to Setup, enter Apps in the Quick Find box, then select App Manager.

Locate the Insycle app(s) and click the menu arrow at the right end of the row, then select View.

Click Delete, then click Delete again to confirm. When you confirm, the account and all its data will be removed from Insycle infrastructure immediately.

You can review Salesforce's article on deleting a connected app for more details.

Option 2: Remove Your Salesforce Account in Insycle

In Insycle, navigate to Settings > Accounts, select the account, and click the trash bin icon. 

You'll be prompted to confirm account removal. When you confirm, the account and all its data will be removed from Insycle infrastructure immediately.

• Removing an account from Insycle does not affect the data in Salesforce. 
• Once you confirm, all the account data stored in Insycle will be deleted immediately. This cannot be undone, but you can reconnect the account later if needed.
• Removing an account also deletes the Insycle templates, reports, automation schedules, and data associated with that account. This can not be restored.
• If you have removed your only account (you had only connected one CRM), don't log in to Insycle again to confirm the deletion. This will reconnect the account.