Magical Import FAQs

If your import completed successfully but a field value in your CRM didn't change the way you expected — for example, a value wasn't written, was overwritten instead of appended, or didn't update at all — the most common cause is the field's inclusion setting in Insycle.

To check the field's inclusion setting:

1. Navigate to Settings → Fields.
2. Select your database and object type.
3. Search for the field in question.
4. Confirm the Included toggle is enabled — toggled to the right means On, to the left means Off.

Even when a field appears correctly mapped in the Data Mapping section and the import completes without errors, a field whose Included toggle is set to Off can behave unpredictably during write operations. You'll need Admin or Owner permissions to make changes here.

Note that changes to field inclusion typically take effect during the overnight sync. If you need the fix to apply immediately, contact Insycle support to trigger a full sync.

In the image below, the Fields page shows the Contacts object type. The table displays fields with columns for Label, Name, Type, Writable, PII, Included, and Automated. The Contact Owner field has its Included toggle enabled (yellow/on). The Contact Priority field's  Included toggle is disabled (gray/off), indicated by the arrow. This illustrates the difference between a field that is included and one that is not.

If the field is already set to Included, the issue may be related to the field type itself. For example, the Append Field Logic works reliably with multi-select fields (checkboxes and picklists) and notes fields, but may not behave as expected on single-value text fields due to how your CRM handles writes to that field type at the API level. If you're unsure whether your field type supports the Field Logic you've selected, contact Insycle support via chat on any support page. 

Yes, Insycle will automatically map fields it can identify. However, if it cannot determine what a field should map to, a warning icon will appear under Data Mapping, and the CRM field dropdown will display "Not Mapped." You should select the appropriate CRM field to ensure the field is included in the import.

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 you don't want AI assistance for. 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.

Yes, you can easily add to existing data using the Fill or Append Field Logic options under Data Mapping.

• Fill: Import CSV values only when there is no existing value in CRM (will not overwrite existing CRM values).
• Append: Add CSV values to existing values in your CRM. For example, append notes from a CSV file to existing notes, or add values to multi-select fields (checkboxes or picklists).

Yes, Insycle provides tools to clean, format, and standardize data from your CSV file before it's imported into your database. The options selected and applied here will be reflected in the Preview rather than being applied directly in your CRM.

Under Data Preparation, you can select columns and apply formatting and transformation changes to the field data. These are the same functions found in the Transform Data module, which you can learn more about in the Function Catalog.

Yes, Insycle allows you to associate records when importing data from a CSV file under Data Operations using the Associate or Link tab. (The tab label may vary, depending on the CRM terminology.)

Learn more about associating records while importing from a CSV.

Yes, Insycle allows you to compare the CSV to existing data in your CRM records. The Compare (Preview) tab in the final step provides a simple CSV report that shows the values from your original CSV alongside those in your CRM.

To learn more, see the Compare CSV Data to Existing Records in Your CRM article.

Yes, the Magical Import module can handle up to 100k rows for each CSV import. Keep in mind that the more rows and fields you have in your CSV, the slower the import process will be. If you encounter any issues, try breaking the CSV file into segments and removing any unnecessary fields.

Yes, at the bottom of the Magical Import page under Action to take with CSV, on the Import tab, you can add the imported contacts to a new or existing list.

Type to search existing lists in HubSpot or use the button to Create a new list. If you select an existing list, the Show link will let you open it in HubSpot for a preview.

Yes. When associating contacts to companies, if no matching company record is found, Insycle can automatically create a new one based on the source record. The option is located in a different place in each module.

Associate App

In the Associate app, under Step 2 on the Simple tab, check the Create new [record] when no matching is found box. When a new company is created, Insycle populates it as follows:

• Matching fields: Any fields used in your Step 2 matching criteria are set on the new company record, using the same values from the contact record.
• Company name: Controlled by the New Companies Name dropdown.

  • If one or more fields are selected, the new company name is set to the corresponding value(s) from the contact record, joined by a semicolon. For example, if you're matching on email domain and country, the new company name would be formatted as binswi.com; USA.

    

  • If the 'New Companies Name' field is left blank, the company is created with only the domain name field populated, set to the contact's email domain.

    

Magical Import Module

In the Magical Import module under Data Operations, on the Associate tab, check the Create when no matching is found checkbox to enable. When a new company is created on import, Insycle automatically fills in the company name and domain name using the contact's email domain.

Use the Compare (Preview) feature when you need to:

• Identify differences between CSV data and existing CRM records
• Determine how many contacts in your CSV are new vs. already in your CRM
• Preview potential changes to existing records before importing
• Check unsubscribes against your CRM database

This feature is especially useful when:

• You have CSV data exported from another application
• You're unsure if the CSV records already exist in your CRM
• You want to compare CSV data side-by-side with corresponding CRM field values

The Compare feature helps you make informed decisions about data imports and updates, ensuring data integrity and preventing unwanted overwrites.