Running Your Merge

In Step 4. Review of the Merge Duplicates module, the Review button opens a popup where you select either Preview mode or Update mode.

• Preview mode generates a CSV report showing which record is selected as the master in each duplicate group and what field values the merged record will contain. No changes are made to your CRM, and you can run it as many times as you need while you perfect your configuration.
• Update mode merges the duplicate records into their master records in your live CRM.

Run Preview mode before Update mode to confirm that your Master, Fields, and Method settings produce the results you expect.

By default, Insycle runs your merge on every duplicate group in the table under 2. Review Duplicates. To run the merge on a smaller set, for example, to test a small batch before running the full operation, choose one of these options on the When tab when Run Now is selected:

• Selected: Return to Step 2. Review Duplicates and check the boxes beside the groups you want to include. 
• Chunk: Select a quantity from the dropdown (10, 50, 100, and so on). Insycle starts with the first row in 2. Review Duplicates and runs on the number of groups you chose.
• Custom: Enter any quantity. Insycle starts with the first row in 2. Review Duplicates and runs on the number of groups you entered.
• All: Runs on all duplicate groups found.

These options apply to both Preview mode and Update mode.

Preview mode shows you the results of your merge configuration before any changes reach your CRM records.

1. In the Merge Duplicates module (Data Management > Merge Duplicates), complete steps 1 through 3 (1. Find Duplicates, 2. Review Duplicates, 3. Merge Logic) for your object type.
2. Under Step 4. Review, click Review, then select Preview mode, and click Next.
   The image above shows the Mode options under Step 4. Review of the Merge Duplicates module, with Preview mode selected.
3. On the Notify screen, add recipients who should receive the CSV and press Enter after each address. Select a send option (Always send, Send when errors, or Do not email). You can also add context in the message subject or body. When finished, click Next.
4. On the When screen, select the Run Now tab.
5. Select which records to run the preview operation on. See Selecting Which Duplicate Groups to Include in a Run above for details.
6. Click Run Now. The image above shows the When > Run Now options under Step 4. Review of the Merge Duplicates module, in Preview mode, with Custom: 20 selected.

Insycle generates a preview CSV and emails it to you. Open the CSV in a spreadsheet application to review it. Because Preview mode doesn’t change your CRM, you can run it as many times as you need while you confirm your configuration. Including fewer duplicate groups in each test run keeps the report small and quick to review.

The preview CSV includes records from all duplicate groups, with one row for each record. Each row contains the following:

• Result: The outcome of the action for that record.
• Message: Details about the result.
• Duplicate Group ID: Identifies which records are merged together.
• Status: Identifies whether the record is a master or a duplicate (see the Status values below).
• Step 1. Find Duplicates fields: All fields used to identify the duplicates in Step 1. Find Duplicates.
• Record identifiers: The record ID, record name, or email, and a deeplink to the CRM record.
• Step 3. Merge Logic rule fields: All fields selected for the Master and Fields rules in Step 3. Merge Logic. A field used on both tabs appears only once.
• Layout fields: Any additional fields added by clicking the Layout gear icon in Step 2.

The Status column uses these values:

• Duplicate: The record is part of a duplicate group.
• Master: The record chosen as the master for the duplicate group, based on default behavior and your Master rules. Review these rows to confirm the right records are being chosen.
• Master (After): The values the final master record will contain, based on your Fields rules and the default behavior.
• Error: Insycle could not determine which record would be the master. See Merge Duplicates Troubleshooting for details.

The preview CSV shows the current state of the master record. It does not show the reassignment of associated contacts, deals, or activities. To validate how those associations are reassigned, run a small-scale test in Update mode.

The image above shows a Preview CSV report for deduplicating HubSpot companies. It shows the columns: Result, Message, Duplicate Group ID, Status, Company name, Company Domain Name, Record ID, Deeplink, and Number of Associated Contacts. Two duplicate groups were successfully merged.

Update mode applies your merge to the live records in your CRM. After the merge, the duplicate records no longer exist as separate records, and the master record remains.

1. Under Step 4. Review of the Merge Duplicates module, click Review, then select Update mode.
2. On the Notify tab, choose who is notified. See Choosing Who Is Notified About Your Merge below.
3. On the When tab, select Run Now the first time you apply your merge to your CRM. If you have a large number of records, consider merging a smaller batch first to assess the results in your CRM.
4. Click Run Now.
5. Confirm the merge in the Please confirm dialog.

When the merge finishes, Insycle stores an audit trail report that you can open from the Activity Tracker, and sends an email notification to the recipients you selected.

The image above shows the Run Now tab under 3. WHEN in the Review dialog of the 4. Review step in the Merge Duplicates module. Four options are listed: Selected, Chunk (50, selected), Custom, and All. An “Update Mode” label appears beside the Run Now button, with Cancel and Back buttons on the left.

For HubSpot, whether you can later partially restore a merge depends on the merge method: Synthetic merge supports partial restoration, and Native merge does not. See Native vs. Custom Merge: Two Ways to Combine Records in HubSpot and Salesforce.

Confirming a Synthetic Merge

When the Merge API on the Method tab in Step 3 is set to Synthetic, clicking Run Now in Update mode displays a Please confirm dialog before the merge begins. The dialog shows the number of records being merged and an estimated processing time. Click Yes to proceed.

Synthetic merges take longer than Native merges. Processing time depends on the volume of associated records and the complexity of the data being reassigned. Avoid running multiple operations in parallel on the same database. You can monitor progress in the Activity Tracker.

The Method tab is available for HubSpot and Salesforce only. For details on the two merge methods, see Native vs. Custom Merge: Two Ways to Combine Records in HubSpot and Salesforce.

The image above shows the Please confirm dialog that appears when running a Synthetic merge in Update mode.

The Notify tab controls who receives the email report for your merge in the Merge Duplicates module.

In Update mode, select the send option that fits your merge:

• Always send: Insycle emails the report every time the merge runs.
• Send when errors: Insycle emails the report only when errors occur.
• Do not email: Insycle does not send an email report.

To add recipients, enter each email address and press Enter after each one. You can also add context in the message subject or body.

The image above shows the 2. Notify tab in the Review dialog of the 4. Review Step of the Merge Duplicates module. Two email addresses, a subject, and a brief description have been added. Three options are listed: Always Send (selected), Send when errors, and Do not email. An “Update Mode” label appears beside the Run Now button, with Cancel and Back buttons on the left.

On the When tab in Step 4. Review of the Merge Duplicates module, you choose how the merge runs:

• Run Now runs the merge a single time.
• Automate runs the merge on a recurring schedule. Select Automate, configure the frequency, and click Schedule.

To view your scheduled automations, go to Operations > Automations.

Automation requires Bulk mode. Once you’re satisfied with how your merge runs, you can save your configuration as a template, set up automation, or bundle several templates into a Recipe. A Recipe runs your templates in sequence, in the order you define, on a consistent schedule.

The image above shows the Automate tab under 3. WHEN in the Review dialog of the 4. Review Step in the Merge Duplicates module. Four options are listed: Hourly, Daily (selected), Weekly (with a checkbox for each day of the week), and Monthly on day X. An “Update Mode” label appears beside the Schedule button, with Cancel and Back buttons on the left.