Magical Import Troubleshooting

If AI is enabled for your object type, many warning icons may automatically disappear after the initial CSV processing. Remaining warning icons indicate issues that still need your attention.

If there are issues with a CSV row, a red warning icon will appear at the left end of the row and next to the relevant field in the Preview. Rows with errors will not be imported.

To learn what the problem is and determine steps to resolve it, hover over the red exclamation mark—an explanation of the error will display.
 

Several common reasons for the warning icon include:

• Your validation rules
• Several records match your criteria
• Invalid picklist values
• Invalid reference values
• Unmapped columns

Your validation rules

A row will show warnings and be excluded from the operation based on your validation rules. The warning info will list which rules apply to the row.

There are several records in your CRM that match

If multiple records have the same Matching Criteria, Insysle identifies these as matching records in your CRM.

If there should be only one record with this value, you may need to first merge duplicates and then try importing again.

If there are legitimate reasons for a Matching Field value to exist in more than one record, try adding additional Matching Criteria to make it more specific.

Invalid reference values

If a column is mapped to a CRM field that references other data, such as owners or associated record IDs, and no match is found, an error will appear.

Invalid picklist values

If a CRM field includes dropdown options and the data in your CSV does not match, you'll see an "Invalid picklist value" error. This value needs to be changed to match the dropdown options in your CRM.

To quickly fix the import data directly in the Preview, hover over a value and click the pencil icon.

Once you've selected your Matching Criteria, filter options will become available in the Preview. You can use the Show Only Warning Rows filter to view only rows with warnings.

If AI is not providing mapping suggestions or the suggestions don't make sense, check the following:

• AI settings are enabled: Navigate to Settings > AI and ensure that at least "Meta" level access is enabled for your selected object type.
• Column naming: AI works best when CSV column names are descriptive and similar to your CRM field names. Generic names like "Column1" or "Data" may not generate good suggestions.
• Template conflicts: If you selected a template after AI processing, template settings override AI suggestions. Try clearing the template to see AI suggestions, or select the template first.

If AI is enabled but not working as expected, you can always map fields manually using the dropdown selections.

Even with AI tools, it is normal for some fields not to be automatically mapped. AI mapping works best when:

• Column names are descriptive: Fields like "email," "phone," or "company" are easily recognized
• Names match CRM conventions: CSV columns that closely match your CRM field names will map more reliably
• Data types are clear: Ambiguous column names or custom fields may require manual mapping

For any remaining unmapped fields (those still showing warning icons), manually select the appropriate CRM field from the Not Mapped dropdown.

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 with your CRM data. If Insycle cannot find matches between the two sources, you might need to choose a more reliable but unique field.

   Review the data in your CRM using the Grid Edit module, adding columns to the layout to explore the fields and values. Then, compare this with the columns and values in your CSV to identify a reliable yet unique field that matches both 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 rule 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. You can then 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 first name "John" 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 belong to a single record, such as an 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.

If you have set up formatting or standardization functions under Data Preparation but aren't seeing those changes reflected after importing your data, make sure that you click the Apply button.

You must Apply these updates to your CSV data before importing it into your CRM. You will see these changes reflected in the Preview.

If you're experiencing missing fields or fields not working as expected during your CSV import process, this may be due to field inclusion settings.

Common symptoms:

• CSV columns show "Not Mapped," and you can't find the HubSpot field you want to map to in the dropdown
• Fields you want to use for Matching Criteria don't appear in the field selection dropdown
• AI mapping suggestions are incomplete or missing expected field mappings
• Data Preparation functions can't find fields you want to transform
• Bulk Update or Associate operations don't show fields you need
• Export operations are missing fields you want to include in the output

Solution:

Check if the fields you need are included in your Insycle dataset:

1. Navigate to Settings > Fields
2. Select your database and object type from the top menu
3. Use the search to find the field
4. Verify that the Included toggle is enabled (yellow = on, grey = off), or the Automation box is checked
5. If not, toggle the Included control to the 'On' position

You must have an Admin or Owner user role to manage field inclusion.

Learn more about managing the fields included in your Incycle dataset.

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.