How Insycle Works

Insycle is a customer data management platform that helps companies deduplicate, clean, standardize, and organize the data and link related records in their customer relationship management (CRM) systems. Insycle connects directly to your CRM, analyzes your data for common problems such as duplicate records, poorly formatted records, and low-quality data, and lets operations teams fix those issues in bulk. You can also automate recurring data maintenance so your data stays consistent as new records arrive.

Insycle has three product areas:

• Data Integrity defines your data standards and business logic and measures whether your records follow them.
• Data Management provides modules for finding and fixing data issues.
• RevOps Acceleration provides apps for routing work to team members and linking related records.

The next section shows how these areas fit together.

Supported CRMs

• HubSpot, Salesforce, Pipedrive, and Intercom support all Insycle modules and apps.
• Mailchimp supports all Insycle modules and apps except the Assign app.

Insycle's tools are grouped into three product areas. Each area covers a different part of keeping CRM data reliable, and they share common features such as templates, Recipes, and the Activity Tracker, which later sections explain.

The product areas work together in a common pattern. Data Management modules fix the data issues you find. When you want a fix to become a standard that holds over time, you express it in a Blueprint, apply it with Data Logic, and track it with Data Integrity. The sections below explain each part of that process.

To choose the right module or app for a specific task, see Introduction to Modules and Apps: Which Module/App to Use for a Task.

Sync is the process that keeps the data in Insycle synchronized with your connected CRM. Insycle reads your CRM data through the CRM's API, so the records you filter, review, and update in Insycle reflect what is in your CRM. Syncing runs automatically on a schedule, and you can also trigger it manually.

Changes you make through Insycle and push live to your CRM are reflected in both systems immediately. Changes made directly in your CRM sync back to Insycle on the schedule above.

Initial onboarding. After you connect a CRM, Insycle onboards your data before you can update records. A red banner appears across the top of the dashboard while onboarding is in progress, and Insycle emails you when it finishes. The time varies with the CRM, the number of fields, and the number of records.

Field inclusion for HubSpot and Salesforce. For HubSpot and Salesforce, a field must be included in your Insycle dataset before you can use it in filters or other operations. Admin and Owner users manage this under Settings > Fields with the Included toggle. Newly included fields typically become available after the next overnight sync. See Control Which Fields are Included in Your Insycle Dataset for details.

To review sync activity, go to Settings > Sync Status, which shows a log of recent syncs for each connected account. For the full details, including troubleshooting steps, see Refresh Data, Sync Latest Changes.

A template is a saved set of all the settings on a module or app screen. When you change settings in any module or app, you can save them as a template and load it later, so you don't need to configure the same task again. 

For example, in Merge Duplicates you might save one template that matches duplicates on first name, last name, and company name, and another that matches on names and email domain. The Template menu lists your saved templates and the pre-built ones.

The image above shows the Template dropdown open in the Merge Duplicates module for the Contacts object type in a HubSpot account.

In Transform Data, you might save templates that extract address data from one field and place it in another, clean up email addresses, format phone numbers, fix name capitalization, or standardize states.

The image above shows the Template dropdown open in the Transform Data module for the Contacts object type in a HubSpot account.

Insycle offers pre-built templates for common data management tasks, labeled "Created by Insycle" in the Template menu, and you can build and save custom templates for data issues unique to your organization.

Once you save a template, you can:

• Load it later to run the same task again.
• Share it with teammates. Use the Share button to generate a link to share with other Insycle users.
• Schedule it to run automatically in the modules and apps that support automation. See the Automation section below.
• Add it to a Recipe, which chains templates from any module or app into a sequence that runs from a single trigger.
• Include it in the Health Assessment. The Include in Health Assessment button (the heart-with-pulse-line icon) is in the template toolbar of eight modules and apps: Merge Duplicates, Transform Data, Bulk Operations, Group & Update, Grid Edit, Data Validation, Assign, and Associate. Magical Import and Cleanse Data do not have this feature. Turning it on adds the template to your nightly Health Assessment report. It tracks and counts matching records there, and it appears in the Issues Over Time trend line. Turning it off removes the template from the report, so it stops being tracked, and its history drops out of the trend chart.
• Enable Observability (Data Logic only). The Data Logic template toolbar has an Enable Observability button (the shield icon). Turning it on makes the template an observable template: its coverage, drift, and any structural Blueprint issues start showing in the Data Integrity Overview, Observability, and Recommendations views. Turning it off removes it from those views. Only templates you turn on are tracked, so you choose which ones are worth watching.

For full details, see Templates.

A Recipe is a sequence of templates chained together that runs from a single trigger. Recipes streamline data maintenance by letting you run several templates, including templates from different modules and apps, as one operation. For example, one Recipe can include templates that deduplicate contacts, format names and phone numbers, associate contacts with companies, and standardize addresses.

Insycle offers pre-built Recipes for common data management tasks, and you can build and save custom Recipes for data issues unique to your organization.

A Recipe lists each template in order, along with the module or app it comes from and the object type it applies to. The Recipe below, Set Purge Category, includes five Bulk Operations templates for contacts.

The image above shows the Templates for the Recipe "Set Purge Category," which is in Update Mode. Five templates are listed, all with Module/App set to Bulk Operations / Update and Type set to Contacts.

You can configure a Recipe to run its templates automatically, one after another. To schedule a Recipe, use the Recipes page. Scheduling applies to templates in modules and apps that support automation, as listed in the Automation section below. The Recipe scheduling dialog offers Hourly, Daily, Weekly, or Monthly options. Recipes can also run as an action in HubSpot Workflows and Salesforce Flows.

The image above shows the Recipes scheduling dialog with the 3. WHEN tab active with the AUTOMATE sub-tab selected. Five radio button options are listed: Workflow, labeled "Execute as HubSpot Workflow Action"; Hourly; Daily, which is selected; Weekly, with day checkboxes for Mon through Sun; and Monthly, with an "on day" dropdown. The Cancel, Back, and Schedule buttons appear at the bottom, with the text "Update Mode" beside Schedule.

Learn more about Recipes.

Insycle can run many data maintenance tasks automatically, so recurring work such as removing duplicates, linking contacts to companies, formatting phone numbers, or standardizing addresses happens without manual effort. Insycle offers three ways to automate: module-level automation, Recipe automation, and automation through HubSpot Workflows or Salesforce Flows.

Automation is available for templates in Data Logic, Merge Duplicates, Transform Data, Bulk Operations, Grid Edit, Data Validation, Assign, and Associate. It is not available in Magical Import, Cleanse Data, or Group & Update.

Module-Level Automation

Module-level automation runs a single saved template on a schedule. Open the template in its module or app, then schedule it to run hourly, daily, weekly, or monthly.

The image above shows the Review dialog in the Merge Duplicates module with the 3. WHEN tab active with the AUTOMATE sub-tab selected. Four radio button options are listed: Hourly; Daily (selected); Weekly, with day checkboxes for Mon through Sun; and Monthly, with an "on day" dropdown. The Cancel, Back, and Schedule buttons appear at the bottom, with the text "Update Mode" beside Schedule.

Recipe Automation

Recipe automation runs every template in a Recipe on a schedule, one after another. Schedule a Recipe from the Recipes page, where the AUTOMATE tab offers the same hourly, daily, weekly, and monthly options plus the CRM-specific option described in the Recipes section above.

The image above shows the Templates for the Recipe "Clean & enroll contacts in sequence," which is in Update Mode. Three templates are listed for different Module/Apps set to Merge Duplicates, Transform Data, and Bulk Operations / Enroll, with Type set to Contacts.

HubSpot Workflow and Salesforce Flow Automation

You can also run Insycle Recipes from your CRM's own automation, so Insycle acts when a record changes or is created.

• HubSpot accounts: Add a Recipe to a HubSpot Workflow as a HubSpot Workflow Action. See Integrate Insycle with HubSpot Workflows.
• Salesforce accounts: Add a Recipe to a Salesforce Flow using the Salesforce Flow Integration. See Integrate Insycle with Salesforce Flows.

For example, a HubSpot Workflow can include two Insycle Recipes in sequence after a contact submits a form: the first deduplicates contacts, and the second associates them with related records. A later HubSpot action then rotates the contact to an owner.

The image above shows the HubSpot Workflows editor, with a trigger followed by three actions. The trigger card reads "Form submission has filled out Any form submission". Action 1 is "Insycle - Run Contact Recipe" and reads "Run 2. Deduplicate Contacts - Basic." Action 2 is "Insycle - Run Contact Recipe" and reads "Run Associate contacts to cars by id." Action 3 is "Rotate record to owner" and reads "Rotate contact between 2 teams."

For more detail, see Automation & Manual Operations.

Data Integrity measures whether your CRM records follow the standards and business logic you define. It works as a repeating cycle with three parts: a Blueprint defines the logic, Data Logic applies it to your records, and Observability measures how well your records conform.

1. Define the logic in a Blueprint. A Blueprint is a table in which each row pairs input values with the outputs they should produce, such as a canonical value, a territory assignment, or a score. Insycle keeps every version of a Blueprint.
2. Apply it with Data Logic. In Data Logic, you bind the Blueprint's columns to CRM fields, preview the changes, and then update your records. You can run the template manually, on a schedule, or from a Recipe.
3. Measure the result. When you turn on Enable Observability for a Data Logic template (the shield icon in the template toolbar), the template becomes an observable template. Insycle evaluates its records against its Blueprint on every ingestion cycle, which is each time CRM data flows into Insycle, such as during the hourly sync or when you run an update operation.

Insycle reports two measurements for observable templates:

• Coverage is the percentage of governed records that match a row in the Blueprint. Records that match no row show you values the Blueprint does not yet cover.
• Drift is the set of records that matched a Blueprint row but whose CRM field values no longer hold what that row assigns.

You see these results in three views: the Overview shows account-wide coverage and drift trends, Observability shows diagnostics for each observable template, and Recommendations ranks what to fix first across templates.

Observability only evaluates records. It never changes them. To correct drift, run the Data Logic template again. To close a coverage gap, add rows to the Blueprint and upload a new version. The next ingestion cycle then shows whether the change worked.

For setup steps and details, see:

• Getting Started with Data Integrity 
• Module Overview: Data Logic
• Blueprints
• Using the Observability View

Data Integrity and the Health Assessment

The Health Assessment and Data Integrity both show the state of your data, but they measure against different things. The Health Assessment scores your data against general measures of clean data, such as duplicates and formatting issues. Data Integrity evaluates your records against the Blueprints you define, so it can show that a record is wrong by your own standards even when it looks clean by general measures.

For details, see Customer Data Health Assessment and Understanding the Data Integrity Overview.

The Health Assessment is a report that identifies data quality issues in your CRM and guides you to the fix for each one. Insycle runs it nightly. It reflects your data as of Insycle's overnight sync, not up-to-the-minute data.

The Health Assessment surfaces issues such as duplicate, poorly formatted, invalid, and incomplete data. The Summary of Data Health Issues shows how many records have problems in each issue category. A record can be counted in more than one category, so totals can be higher than the number of records affected.

The image above shows the Summary of Data Health Issues panel in the Health Assessment dashboard, listing seven issue categories — each with a clickable category link and a partial description of the issue type.

Each issue in the report comes from a module template. Insycle includes pre-loaded templates for many common issues, enabled in the Health Assessment by default. To fix an issue, click its Review button, and Insycle opens the module and template. You can also add your own templates to the report with the Include in Health Assessment button, which the Templates section above describes.

Two charts under Your Data Health Over Time show how your data health changes: the Issues Over Time chart tracks each issue category over the last twelve weeks, and a bar chart shows the number of issues in each category for the current day.

The Health Assessment measures your data against general data-quality measures. To see how your records compare with the logic you define in Blueprints, use Data Integrity, which How Data Integrity Works above compares in more detail.

For more detail, see CRM Data Health Assessment.

The Activity Tracker is Insycle's audit trail and change history. It lets you review every change made to your data through Insycle, for both live CRM updates and preview runs. Every operation run through Insycle appears in the Activity Tracker, along with data points about that operation, such as the module or app, object type, template, and Run ID.

Click an operation's Run ID to download a CSV report of that operation. After you set up Run ID (see the Setup Guide), Insycle also stamps the Run ID on the records the operation affects.

The image above shows the Activity Tracker with the search field set to "merge." The table columns are App, Module/App, Type (sorted ascending), Template, and Run ID. Four rows are visible, each with a HubSpot icon, Module/App set to Merge Duplicates, Type set to Companies, a template name, and Run ID. An arrow points to the underlined Run ID 1740760273070 in the first row, which you click to download the CSV report for that operation.

Learn more about the Activity Tracker.