Exporting CRM Data Based on CSV Rows

Both Export and Compare (Preview) features of Magical Import generate a read-only CSV report based on the rows in your initial CSV, search for matching records in your CRM, and include the corresponding field data in the report. The difference is in what is included in the output report:

• Use Export to select specific CRM fields to include in the CSV — for example, to gather additional data for analysis or to bring into another tool.
• Use Compare (Preview) to view your CSV values side by side with the corresponding CRM values. This lets you preview potential changes to existing records before importing, and identify data in your CSV that doesn't yet exist in your CRM.

Your CSV only needs to include the fields used in your Matching Criteria, such as record IDs or other unique identifiers — you don't need the data you're trying to retrieve in the CSV. Insycle searches for matching CRM records and pulls the field data you specify.

For example, a CSV for exporting contacts could contain only email addresses, or a combination like first name + last name + phone number, or first name + last name + company name, for the Matching Criteria:

The image above shows a sample CSV with columns for Email, First Name, Last Name, Company Name, and Phone Number, illustrating a CSV built for exporting contact records.

Or, in this example CSV for exporting companies, you could include the CRM's record ID, company name, website URL, or any combination of these for the Matching Criteria:

The image above shows a sample CSV with columns for Record ID, Company name, and Website URL, illustrating a simple CSV built for exporting company records.

Once you've configured your Data Mapping and Matching Criteria, you can choose which CSV rows to include in the export. By default, Insycle runs the export against every row in your CSV. To export only specific records, return to the Preview and check the boxes beside the records you want to include. Leave all checkboxes blank to export every matched record.

The image above shows the Preview panel in the Magical Import module, with the Filter set to "Show All Rows." The CSV Column header row displays Email, Lead Source, First Name, and Last Name. An arrow points to a checked checkbox next to row 9, and row 10 is also checked, while the other visible rows remain unchecked, illustrating how to select specific records for the operation.

Running the export generates a read-only CSV report containing the CRM field data you select, matched to the rows in your CSV.

1. At the bottom of the Magical Import page, under Action to take with the CSV, select the Export tab.
2. Use Fields to Export to select the CRM field values you want included in the report — add as many fields as needed for analysis or for importing into another resource.
3. Click the Export button to generate the report.

The image above shows the "Action to take with the CSV" panel in the Magical Import module, with the Export tab selected. Fields to Export is set to "Account Name, Created Date, Email, Full Name, Lead ID, Lead Owner." A checkbox to email the CSV report to an address is checked, and an "Export" button appears below.

After you confirm, the emailed export shows which CSV rows matched records in your database, along with the exported CRM field data and details for rows without a clean match.

The Result column may show:

• Matched - A match for the CSV row was found in the CRM
• Failed - An issue prevented a clean match. The Message column will give you details so you can troubleshoot

The Messages indicate:

1. Succeeded - A match was found, and the data is included in the export row
2. No record in [object type] has matching value - There is no match for the CSV row in the CRM
3. Matching Hierarchy: Cannot match to a single record because X [object type] records have the same value. Deduplicate or use different Matching Hierarchy in Data Mapping - There are multiple records in the CRM that match your CSV row based on the selected Matching Criteria. Try adjusting the Matching Criteria to refine the matches, or it may indicate you need to deduplicate the records
4. Validation: [Record ID]: Duplicate row X - The same value appears in more than one CSV row 

The image above shows a portion of the exported CSV report from the Magical Import module, with columns for Result, Message, Row, ID, Email, and Deeplink. Four rows are highlighted with numbered callouts corresponding to distinct Message values: (1) "Succeeded," where a match was found; (2) "No record in Leads has matching value," where no match was found; (3) "Matching Hierarchy: Cannot match to a single record because 4 Leads records have the same value. Deduplicate or use different Matching Hierarchy in Data Mapping," where multiple records matched; and (4) "Validation: Lead ID: Duplicate row 14," where the same value appeared in more than one CSV row.