Map Industry Values From External Data Sources

Navigate to Data Management > Transform Data, and select the database and record type in the top menu. Then explore the templates for an existing solution that may be close to what you need.

Filter your database down to the records that you would like to update.

Under Step 1, configure the Filter to look in the Industry field for the values "Information Technology and Services" OR "Computer & Network Services." The Industry field is a picklist in your CRM, so select the values you want to find from the dropdown. 

When you click Search, Insycle will list matching records in the Record Viewer at the bottom of the page. 

If you change the filter, click the Search button again to refresh the results in the Record Viewer. 

Under Step 2, give Insycle instructions on what changes to make to the Industry field.

Using the Map function, you can locate specific values or strings of characters in the Industry field and replace them when found.

1. Select the Field that contains the value you want to modify (Industry).  
2. Select the Map Function. In this example, we've selected the Map: Contains Substring, which will look for the Existing Text string of characters anywhere in the field values. If found, the value is overwritten with the New Text.
   Learn more about using the Map functions in the Advanced How-Tos below.
3. In the Existing Text field, enter the value(s) you are looking for.
   In this example, we're looking for several different strings, and if any one of them is found, they'll be replaced. The pipe “|” character (located just above the Enter key on your keyboard) separates the different strings.
4. In the New Text field, type the new value to replace the entire Industry value with if the string is found.
5. Click the plus at the end of the row to add additional functions for this field. By setting up several functions at once, you can handle several industries in one operation.

Preview Changes in the CSV Report

With the filters and functions set up, you can preview the changes in a CSV file. It's important to verify that your formatting is working as expected before those changes are pushed to your live database.

Under Step 3, click the Review button, then select Preview in the popup.

On the Notify tab, you can select recipients for the email report and add additional context to the message. (Make sure to hit Enter after each email address.)

On the When tab, click Run Now and select which records to apply the change to (you could do All, but if you have a large number of records, you may just want to do a chunk for your preview), then click the Run Now button.

Open the CSV file from your email in a spreadsheet application and review the (Before) and (After) values for each field. In the below example, you can see how several different values will all be transformed to "Technology."

If the results don't look how you expected, return to your filters and functions and try making some adjustments before previewing again.

Apply Changes to the CRM

If everything in your CSV preview looks correct, return to Insycle and move forward with applying the changes to the live CRM data.

Under Step 3, click the Review button. This time select Update mode.

On the When tab, you should use Run Now the first time you apply these changes to the CRM.

Save Templates and Setup Automation to Maintain Formatting

After you've seen the results in the CRM and you are satisfied with how the operation runs, you can save your configuration as a template and set up automation so this mapping runs on a set schedule. By automating with a template, you'll save time and ensure that your fields are consistently updated on an ongoing basis.

Navigate to Data Management > Magical Import, and select the CSV file.

Click the Data Mapping heading to expand the section.

Map CSV Columns to CRM Fields

After uploading your CSV data, Insycle analyzes the file and compares the columns to fields in your CRM database, automatically detecting the matching CRM fields and mapping them for you.

If your CSV contains fields that are not matched to your CRM, a red warning icon will show at the top of the column. These unmapped fields must be manually mapped by clicking the picklist and selecting the corresponding CRM field. If they remain unmapped, they will not be imported.

Choose the Import Mode to decide how data is handled for each field. The four Import Modes —Update, Fill, Overwrite, and Append— provide different options for importing CSV data into your CRM, managing how existing data is overwritten, kept, or added to.

If you have AI enabled for your object type, Insycle will propose Matching Criteria based on your CSV columns and CRM fields. Review these suggestions, as it is key that this is a unique identifier that would only belong to a single item, such as email addresses, phone numbers, street addresses, or ID numbers.

You can adjust the AI suggestions or manually select the Matching Field.

Under Data Preparation, you can make bulk changes to the CSV data before uploading it to your CRM. 

1. Select the Industry Column Name from your CSV.
2. Select the appropriate Map Function.
3. In the Existing Text field, enter the value(s) that are in your CSV that need to be changed before importing. In this example, there are several Industry values that need to be standardized to "Technology," and others that should be "Financial Services."
4. In the New Text field, type the new value to be entered.
5. Click the plus at the end of the row to add additional functions for this field.

Click the Apply button to see the changes in the table under Step 1. This updates the CSV data before importing it into your CRM. 

Select CSV Rows for the Operation

By default, Insycle will perform your chosen action on all of your CSV data. If you only want to process a few records, return to the table under Preview and check the boxes beside the selected records. Leave the checkboxes blank to import all of the records.

Configure the Import

At the bottom of the page, under Action to take with the CSV, on the Import tab, select the Records Mode to instruct Insycle on how to handle the imported data during the import process.

• Update existing and create net new – If Insycle is unable to find a corresponding record, a new record will be created in your CRM.
• Only update existing – If a corresponding record is found, it will be updated with the data from your CSV import. Records that are not matched with an existing CRM record will not be imported.
• Only create net new – Only records that can not be matched with an existing record in your database will be imported. Records that already exist in your CRM will not be updated.

When you click the Import [X] Records button, you'll be prompted to confirm.

The Transform Data module includes several Map functions that let you locate data within your database and replace one value with another.

Learn more about using Map functions. 

If you want to preserve the original data in the field, you can add a function to copy the Existing Text data to another, custom field.

HubSpot users can schedule their industry update Recipes directly into HubSpot Workflows. Learn more about integrating Insycle with HubSpot Workflows. 

Yes. First, save your settings as a template for future use by clicking on the "+" and Save buttons on the Template Menu.

Then, schedule the template using standard automation, bundle templates together for automation using Recipes, or inject those Recipes into HubSpot Workflows.

Yes. Building a separate template for each industry is the best practice. You can always chain templates together and automate them to run together using Recipes.