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 follow Steps 1 and 2 in the Import New Records or Update From CSV article.

Under Step 3, on the Function tab:

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. 

Then continue with the Step 5 instructions to select records and import the data to your CRM.

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.