Standardize Deal Name Format Using Values From Multiple Fields

In the Transform Data module, select the database and Deals record type. 

A good starting point is the Standardize Deal Name template, though you may need to customize it a bit for your specific needs.

Under Step 1, the filter is set up to surface deals that do not follow the naming convention, "[text] / [text] / [text] / [text]," using the "Negate Regex" function. Because you are unlikely to have deals that follow this convention, it typically will select every deal in your database. 

Learn more about using regular expressions (regex) here.

Click Search and scroll down to the Record Viewer at the bottom of the screen. You will see all deal records that match your filter.

To change the fields that show in the Record Viewer, click the Layout tab in Step 1.

Then, setup functions that pull data from multiple fields and separate them using the slash "/" character.

The Close Date, Amount, and Next Step data are pulled in and these functions do the following after the Deal Name value:

• Concatenate is used to append a slash, " / " followed by the Close Date value. 
• With the Split by any delimiter and keep just selected term function, the Existing Text value of "T, tells Insycle to remove the time value from the Close Date.
• After the Close Date value, add a slash, " / " followed by the Amount value. 
• After the Amount value, add a slash, " / " followed by the Next Step value.
• The last function formats the original Deal Name value with proper capitalization.

Here are some examples of how Deal Names would look after running this template:

This makes your deals searchable and user-friendly, with multiple data points to use in your query. You can customize this template to pull data from any field in your CRM database.

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 (in most cases this will be All), 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. If the results don't look the way you expected, go back 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.

Click the Review button under Step 3 and select Update Mode. 

On the When tab you can choose to run and apply the update now, or you can set up an automation to run the template on a regular schedule. The first time you apply these changes to the CRM, you should use Run Now.

After you've seen the results in the CRM and you are satisfied with how the operation runs, you can save all of the configurations as a template, and set up automation so this formatting operation runs on a set schedule. This ensures that your deal names are consistently formatted on an ongoing basis.

For example, you have records that contain Website URLs with multiple directories, “https://app.insycle.com/data/bulk/contact/.” You want to clean these up so it’s just the main domain value, “insycle.com.”

The “Extract domain from URL” function will remove the https:// and subdomain, but the directory values after the domain, '/data/bulk/contact/' would still be there.

To get rid of those directory values, the function 'Split by any delimiter and keep selected term' can be added to remove everything after the forward slash, “/”, and keep the value in the first section.

In Insycle, you can select pre-built functions, or build custom functions, to format and standardize any field in your CRM.

Capitalize First Name, Remove Salutations and Whitespace

Format Phone Numbers to E. 164 International Standard

Format and Standardize Street Addresses

If you've followed the instructions and your filter is not finding any deals, make sure that you have entered the negate regex correctly. This is especially true if you have typed this in manually, instead of selecting the pre-created template. 

Here is the regex code for copying and pasting:

.*\/.*\/.*\/.*

If a field you'd like to see is not present in the Record Viewer, click the Layout tab in Step 1 and ensure that you have added the field to the Visible Fields section on the left side of the page. 

If your deal names are not re-writing correctly, compare your template to the example below. Make sure yours mirrors this, even if you are using different fields. The order here matters, and changing the order of the functions can impact the template. 

Yes, you can add different fields into the deal name by swapping out the concatenated fields in Step 2. 

Yes, you can add different fields into the deal name by swapping out the concatenate "Parameter" entry in Step 2.