Map Industry Values From External Data Sources

bulk operations

 

Enforcing standardization across industries is critical for searching your data, creating reports, and analyzing your data.

But enforcing industry naming standards can be difficult. A single industry might have many potential variations in your data — "Technology," "Tech," "Software," "Computer Software," etc.

A lack of standardization of industry data for both contacts and companies can be paralyzing. Fixing the data by hand is time-consuming.

With Insycle, you can format and standardize your industry fields, even from external sources, in bulk.

How It Works

Insycle allows you to specify existing industry terms in your database, and rewrite them to your chosen standard.

Using the Transform Data module, you specify the field that you would like to update, then tell Insycle what data to look for and what data to replace it with using the Map function.

Tech, Software, Apps → Technology

When you use templates, you can create automated templates that rewrite industry field data to your specified standards, for every industry in your database.

Summary

First, you set your filter to select only the records that you would like to update the industry for.

Then, you tell Insycle how to map and update the existing data, to standardize it to a consistent industry name for each industry.

Then, you can chain several industry mapping templates together in a Recipe, for consistent industry mapping automation.

Step 1: Set Your Filter

Navigate to the Transform Data module, this is where we will map our industry field and standardize for consistency. Select the object that we will be working with from the top of the screen — likely contacts or companies.

First, we set our filter. The filter identifies the records that we would like to update with this operation. For example, we might want to limit this template to only prospects within a certain industry.

 

Or, for example, you could filter by geographical location.

new york filter

 

You can filter your data using any record in your database. Remember the records that you select using the filter will be the records that will be updated in Step 2.

Once you have your filter in place, click the Search button to generate a preview of the records that match your filter at the bottom of the page. You can alter the data that shows up in the preview using the "Layout" tab in Step 1.

preview

 

Step 2: Map Your Industry Field

Now we map our industry fields. In Step 2, we tell Insycle what fields we would like to update, and how we would like to update those fields.

We'll select "Industry."

Insycle uses the "Map" function to rewrite and standardize industry titles. Let's look at an example.

software to technology map

 

Here we tell Insycle to map records with the existing industry of "Software" (Existing Text) to "Technology." (New Text).

You can add multiple potential variations of existing text. For example:

separations

 

In this template, we are rewriting several variations to "Technology."

We use the pipe symbol (| — located just above the "Enter" button on most keyboards) to separate the different variations. All detected variations will be rewritten with the text in the "New Text" field.

Existing Text

New Text

Tech

Technology

Software

Technology

Apps

Technology

 

You can even add multiple industries to the same template, although it may be a better idea to keep one industry per template for organization purposes.

Just click the "Add" button on the right side of the "Industry" field functions.

 

Then you can add additional mapping functions for other industries:

multiple industries

 

Insycle makes multiple map functions available to give you complete control over how your industries are transformed during the operation.

Function

Description

Map

Look for an entire field match, then rewrite entire field with new data. ("New York" with parameters "NY|NYC|New York" and "NY" ==> "NY")

Map Terms

Look for a specific term, then rewrite existing terms with new data. ("Main St." with parameters "st|st." and "Street" ==> "Main Street")

Map Contains Word

Look for a specific word, then rewrite existing terms with new data. ("light color" with parameters "color|shade" and "Color" ==> "Color")

Map Contains Substring

Look for text matching anywhere in the string, then rewrite existing terms with new data ("www.acme.co.uk" with parameters ".co.uk|.ac.uk|.gov.uk" and "UK" ==> "UK")

Map Default

Default value to use when chaining map functions and there is no match

 

Then, if you would like to preserve the original data in the field, you can instruct Insycle to copy the original data to another customer field.

 

Step 3: Preview Or Update

With your filter and functions set, we can now run the operation and update our industry fields that came form an external source.

Click the Review bottom of the page.

preview or update

 

A popup will appear. Here, you can choose Preview Mode or Update Mode. First, consider running in Preview Mode to ensure the template is working how you intend. This will generate a CSV that shows you what the changes will be but does not update your live CRM data. Once you are sure things are working as intended, run in Update Mode.

preview or update

Click Next. Here, you can add colleagues and additional context to the report email.

update industry

 

Click Next. Here you can choose to whether you want this template to run automatically on a set schedule, or run it one-time immediately.

update industry

 

Once you are satisfied with how the operation runs, you can save your settings as a template for future use by clicking on the "+" and "Save" buttons on the Template Menu.

templates

 

Step 4: Add All Templates to a Recipe & Schedule Automation

Once you've created all of your templates for industry formatting and standardization, you can bundle them all together in a Recipe.

recipes

 

Recipes are a collection of templates, ordered into numbered steps.

transform data

 

Using Recipes, you can run all templates together so that you do not have to run them by hand every time that you want to update and standardize industries. These templates can be reordered.

Recipe Automation

Additionally, you can use Recipes to automate all of these templates together.

Click the "Review" Button on the Recipes page. Here, you can schedule the entire Recipe to run on a set schedule.

You'll be taken through a three-step process. In the third-step, you'll be able to set an automation schedule for this Recipe, and all of your included templates will be run in order, automatically.

recipe automation

 

Additionally, HubSpot users can schedule their international industry update Recipes directly into HubSpot Workflows.

update industries

 

Map Industry Values From External Sources On Import

You can also map and standardize values in a CSV before the data is update din your CRM.

To do this, follow the standard import procedure described in the Import New Records or Update From CSV article.

In Step 3, we can setup the mapping functions for the import.

Step 3: Map your Industry Field

Navigate to the Magical Import module. Upload your CSV.

Like in Transform Data, you select your industry field that you would like to map. This field is a column in your CSV.

mapping

 

Just as in Transform Data, Magical Import allows you to map and rewrite your industry fields for standardization.

You can use the preview on Step 1 to connect your CSV fields to fields in your app, and preview the data before applying standardization functions in step 3.

Automation

You can schedule your Transform Data templates to run on an automated, set schedule. You can schedule your template directly in the Merge Duplicates module. You do this by clicking the Review button at the bottom of the module page.

Then, you go through a three-step process to run the operation. In the third step, you can choose the "Automate" tab, and schedule your template to run on a set schedule.

update industry

 

You can also schedule formatting automation using Data Management Recipes, which are a collection of templates run together. You can view all scheduled automations on the “Automations” page on your dashboard. HubSpot users can also automate using Workflows.

Learn More:

Preview Changes Before They Go Live

With Insycle's Transform Data module, you can preview the changes that you are making to your data before those changes are pushed to your live database. That way, you can check to ensure your template is working as expected.

Frequently Asked Questions

Can I automate my industry mapping?

You can also schedule formatting automation using Data Management Recipes, which are a collection of templates run together. You can view all scheduled automations on the “Automations” page on your dashboard. HubSpot users can also automate using Workflows.

Should I build a different template for every industry?

Yes, in most cases building a separate template for each industry is easiest. You can always chain templates together and automate them to run together using Data Management Recipes.

What mapping functions are available?

Function

Description

Map

Look for an entire field match, then rewrite entire field with new data. ("New York" with parameters "NY|NYC|New York" and "NY" ==> "NY")

Map Terms

Look for a specific term, then rewrite existing terms with new data. ("Main St." with parameters "st|st." and "Street" ==> "Main Street")

Map Contains Word

Look for a specific word, then rewrite existing terms with new data. ("light color" with parameters "color|shade" and "Color" ==> "Color")

Map Contains Substring

Look for text matching anywhere in the string, then rewrite existing terms with new data ("www.acme.co.uk" with parameters ".co.uk|.ac.uk|.gov.uk" and "UK" ==> "UK")

Map Default

Default value to use when chaining map functions and there is no match

 

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