Recipes

Every Insycle module runs using templates. A template is a saved process of steps and settings that are executed at the module level. For instance, you might have a template for merging duplicate contacts by name and email address, and another for merging using name and phone number.

With Insycle Recipes, you can create a collection of related templates that will run in sequence. You can add pre-built or custom templates to a Recipe. Then, that Recipe can be automated to run on a set schedule.

Recipes can be used to bundle cleanup efforts, automate your processes, or integrate with HubSpot Workflows or Salesforce Flows.

For example, the below Recipe, "2. Deduplicate Contacts - Basic" for deduplicating contacts includes several templates that identify duplicate contacts in different ways: by same name and same domain; by same name and similar company; by same name and same phone or mobile number; and by similar name, similar email.

Insycle comes pre-loaded with Recipes that offer multi-step processes for addressing common data management issues.

Built-in Recipes are labeled with "Insycle" in the Created By column of the Recipe table.

Before creating your own Recipe, review the existing Recipes in your account, including Insycle's built-in options that address common data management scenarios.

Navigate to Operations > Recipes and select the CRM database at the top.

On the Recipes page, the top table lists all of the existing Recipes. The list is automatically sorted with the most recently created items at the top. Click any of the table headings to sort by that column. Enter a term in the Filter field to search the Recipe properties, including Type, Name, Description, or Creator.

You can see how many Recipes you have and navigate through them using the controls at the bottom of the table.

Click a Recipe in the list, and the second table displays the templates included in the selected Recipe.

Once you have a good set of templates that make sense to run together, navigate to Operations > Recipes.

To create a new Recipe, click the +New button.

Then, you'll be prompted to name your Recipe. Give it a descriptive name that makes it immediately recognizable and explains what it does.

Templates are the building blocks of Recipes. Each template represents a specific data operation, and the order in which templates run determines how your data is processed.

Click the + Template button to add templates to the Recipe. You can add Insycle's default templates or your own customized templates.

Each Recipe can only handle one object type. Once you select a template, the record object (contact, company, account, lead, etc.) determines the type for the entire Recipe. Therefore, if you add a contact template, you can only include other contact templates in the Recipe.

Use the up and down arrow buttons in the Actions column to reorder the templates. Your templates will run one after another in the order that you set. The template sequence is important. If you have a template that assigns an owner based on country, it is important that templates that may populate the country field run first.

When finished, click the Save button in the grey menu bar.

After adding templates to your Recipe, you can run it in one of two modes. Preview Mode generates sample CSV reports showing what changes would be made without modifying your CRM data. Update Mode applies the changes to your CRM. Before automating a Recipe, it's important to test it thoroughly in both modes.

Running in Preview Mode

With the templates added and ordered, you can preview how the Recipe will run. Each template will generate a separate email with a Preview CSV attached.

At the bottom of the page, under Activate, click the Review button.

Select Preview in the popup (if it's not already selected), then click Next.

On the Notify tab, make sure you are listed as an email recipient, and add any additional recipients who should receive the CSV (and make sure to hit Enter after each address). You can also provide additional context in the message subject or body.

Select the Always send option to ensure the emails are sent.

On the When tab, click Run Now and select how many records to apply the change to. For your preview, you may want to run the Recipe on a Chunk (a subset of records), rather than all records in your database. When ready, click the Run Now button. 

Check your email to review the preview CSV for each template. Note that if a template does not change any records, no email or CSV will be created. 

Although the preview process lets you see what each template will do individually, if a later template is dependent on changes made by an earlier template, you won't be able to validate those effects here.

Testing in Update Mode

To see how changes appear in your CRM or validate cascading template changes, manually run the Recipe in Update mode on a small batch of records.

On the Run Now tab, select a small Chunk quantity for your test, then click Run Now. You can monitor progress from the Activity Tracker. Open the CSV to view the results and click through to the records in your CRM.

Once you have tested your Recipe and confirmed it works as expected, you can automate it to run on a regular schedule.

Click the Review button to access the automation settings. 

Select the Mode 

By default, Recipes are in Preview Mode. Recipes saved and automated in Preview mode can be used for analysis or reporting purposes; no data is modified. Preview CSV reports are generated for each template that yields results.

To apply changes to your CRM each time the automated Recipe runs, select Update Mode.

Configure Notifications

On the Notify tab, make sure you are listed as an email recipient, and add any additional recipients who should receive the CSV (and make sure to hit Enter after each address). You can also provide additional context in the message subject or body.

Select the send option appropriate for your automation: Always send, Send when errors, or Do not email.

Set the Schedule

On the When tab, select Automate, then configure the frequency you'd like the template to run — hourly, daily, weekly, or monthly. When finished, click Schedule, then confirm the automation.

Your team's custom Recipes can be updated at any time. You can add, remove, or reorder templates, switch between Preview Mode and Update Mode, update the email settings, and adjust the automation timing.

To modify the templates in a Recipe:

Select the Recipe name in the top table. In the bottom table, click the +Template button to add templates, or click the X button in the Actions column to remove a template.

Use the up and down arrow buttons in the Actions column to reorder the templates and control the sequence in which they run.

To modify the mode or automation settings:

Select the Recipe name in the top table, then under Activate, click the Review button. Update your settings as needed:

• To switch from Update Mode to Preview Mode (or vice versa), select the desired mode and click Next.
• To change notification settings, update options on the Notify tab.
• To modify automation timing or turn off automation, adjust settings on the When tab, then click Schedule (or Save if turning off automation).

To stop a Recipe from running automatically:

Navigate to Operations > Automations in the left side menu. Locate the Recipe and click the checkbox for the row. In the popup, switch the Active toggle to Inactive (it will turn grey). Then click Save.

Deleting a Recipe in Insycle will remove all saved settings, but individual templates will not be affected. If you'd just like to turn a Recipe's automation off, see the Editing a Recipe instructions above.

To completely remove a Recipe:

Select the Recipe name in the top table, then in the bottom table,  click the trash can icon in the grey toolbar. Once you confirm the deletion, it will be permanently removed.

Navigate to Operations > Activity Tracker. Enable the Show Preview toggle (yellow=on) to include Recipes run in Preview mode.

The list shows the most recently run template at the top; any still-running template will show "In Progress" in the Duration column. 

Note that if a template does not change any records, it will not appear in the Activity Tracker.

You can view changes by downloading CSV reports from the Activity Tracker. Though there isn't a single report for all of the Recipe templates, you can download individual reports for all of the templates included in the Recipe. All operations in a Recipe will be checkmarked in the Recipe column of the table. Note that if a template does not change any records, it will not appear in the Activity Tracker.

1. The operations are listed in reverse chronological order. The Recipe row appears below the templates.
2. The Recipe's Run ID will help you determine which template operations are related. 
3. You can see what templates are a part of which Recipe by hovering over the Recipe checkmark. This will display the Recipe's Run ID.
4. To download the template reports, click the respective template Run ID.

To view existing scheduled automations, navigate to Operations > Automations in the left side menu.

Here you can see all currently scheduled automations, including Recipes. The column checkboxes show whether an automation is Active and if it was configured in Preview Mode. If the Preview box is checked, your data will not be updated when the automation runs; only a CSV will be generated. You can see when each Recipe is scheduled to run and in what order.

Browse or filter by recipe name, or sort by the Module/App column to see all Recipes listed together.

To edit the schedule, run order, or enable or disable the automation, click the checkbox at the left end of the Recipe row and make the changes in the popup.

Insycle Recipes can integrate directly into HubSpot Workflows as steps in the automation process.

In this example, Insycle will cleanse, deduplicate, and associate contacts after they fill out the lead capture form, then set the property "Cleanse Completed" to "Yes".

To add your Recipe to a HubSpot Workflow, it must be in Update Mode, with the Automation setting Execute as HubSpot Workflow Action.

Learn more about integrating Recipes with HubSpot Workflows.

Insycle Recipes can be integrated into Salesforce Flows as steps in the automated process.

In this flow example, Insycle will deduplicate contacts and clean up phone numbers when a new record is added.

To add your Recipe to a Salesforce Flow, it must be saved in Update Mode, with the Automation setting Salesforce Flow Integration.

Learn more about integrating Insycle Recipes with Salesforce flows.