Bulk Delete CRM Records Using a CSV

In the Magical Import module, select the database and record type in the top menu.

Choose the CSV file containing the record data that you would like to match to CRM records for deletion.

Uploading a file into Insycle does not immediately delete the data. Nothing will be deleted from your CRM until you click the red Delete button in the final step.

The Preview panel will open and load the CSV rows, with a column for each field. 

Select a template if you or someone on your team has already saved one that can handle deleting from the same source. Templates streamline and standardize the deletion process, enabling the entire team to delete data uniformly each time.

AI-Powered Automatic Mapping

If you have AI enabled for your object type with at least "Meta" access, Insycle automatically uses AI to analyze your CSV column names, suggesting CRM mappings and matching criteria. This happens after loading your CSV.

The AI only accesses metadata, not actual record data.

Review and Adjust Field Mappings

With AI enabled, the Data Mapping section will automatically expand after your CSV is processed. If AI is not enabled, you can manually expand this section by clicking on the Data Mapping heading.

Insycle automatically identifies and maps matching CRM fields, with the second row displaying the mapped CRM field names.

If your CSV contains columns that are not matched to your CRM, a red warning icon will appear. When using the Delete feature, only the columns you want to use as your Matching Criteria must be mapped correctly.

If needed, manually select the correct CRM field from the Not Mapped dropdown. Unmapped columns will be ignored. You can remove columns that aren't important for deleting records by hovering over the header and clicking the "X" icon.

Review and Confirm Fields for Matching CSV Rows to CRM Records

If using AI, Matching Criteria is proposed based on your CSV columns and CRM fields. Review these suggestions, as it is key that the Matching Field contains the same value in both the CSV and CRM. This needs to be a unique identifier or a set of fields that, in combination, would belong only to a single record. 

You can adjust the AI suggestions or manually select the Matching Field.

Once you've selected the Matching Field, the CSV data in the Preview will update to show which rows matched records in your CRM. The row number and Matching Field will become links to the corresponding CRM records. These are the only rows that will be included in your delete operation.

Rows from your CSV that do not match records in your CRM will display a red warning icon in the Preview. Rows with other warnings will also be excluded from the bulk delete process. To filter out these rows so Insycle only includes matched rows in the process, select Show Only Valid Rows from the Preview filter.

By default, Insycle will perform your chosen action on all of your CSV data. If you only want to process a few records, perhaps to do a test deletion, return to the table under Preview and check the boxes beside the selected records.

At the bottom of the Magical Import page, under Action to take with the CSV, click the Delete tab.

Click the Delete button and confirm the deletion.

After the deletion operation is complete, you'll be provided with a report detailing the number of records successfully deleted and the number that failed. Failed deletions were likely not matched to existing CRM records.

Click the Run ID to open a CSV record of the delete operation. Insycle will also send a CSV report of these changes to your email. 

Review the Result and Message columns in the CSV file for details on which records were deleted. 

When you use the delete action, the entire record is permanently removed from your CRM. If you might need to refer to or restore this data later, consider creating an export as a backup. Although you already have a CSV with some data, you may want more details from your CRM.

If you are doing large-scale data cleanup and deleting many records, it is best practice to export the data directly from the CRM. This approach is more comprehensive than the information provided by the Insycle report.

If there are just a few fields you want to back up, you can use Magical Import's Export feature.  

First, upload your CSV and map the columns. Then, under Data Mapping, choose the Matching Field for identifying the CSV rows that match CRM records.

Under Action to take with the CSV, click the Export tab. Use the checkboxes in the Fields to Export dropdown to select all the fields you want to include in your CSV export. You should include your Matching Field and other key fields.

Insycle uses Matching Criteria to compare the CSV with your CRM data and identify existing records for the same entity. Matching Criteria are rules based on unique identifiers that typically belong to only one entity, such as:

• Email address
• Company domain (for business records)
• Phone number
• ID number
• Street address

Note that when using an email field, Insycle will automatically cross-reference any additional email fields in the records for a match. If using a domain field, Insycle will check additional domain fields. 

You can set multiple matching rules that are evaluated in order from top to bottom. This allows you to find matches based on various criteria, all in one step. 

For example, you could use the following criteria to match contact records:

1. Email address
2. First Name + Last Name + Company Name
3. First Name + Last Name + Phone Number

If you're using a field that is not truly unique as Matching Criteria, it's likely that Insycle won't be able to identify one single record as a match. For instance, there could be many people with the first name "John" in your CRM. This is why uniqueness is key.

When selecting your Matching Criteria, make sure it is truly a "unique identifier." These are data points that would only belong to a single record—such as email address, phone number, street address, or ID number. For companies, it could also be company name, or company domain.

You can select more than one field in each Matching Criteria rule; however, ALL of the fields must match, not just one or some of them. If you include five fields and four of them match, but one doesn't, Insycle will not consider the rule a match.

Typically, it is best to use a single field for your first Matching Criteria to improve the likelihood of finding existing records in your CRM. Then you can add additional rules to match multiple fields.

After you've run your delete operation and are satisfied with the results in the CRM, you can save all of the mapping configurations as a template. This will save you time and provide consistent results in the future.

On the template menu bar, click the new template (plus) button and enter a name, then click the save template (disk) button. 

Then, whenever you delete data using the same CSV format, you can select the template, and the mapping settings will load.

If there are issues with a CSV row, a red warning icon will appear in the Preview.

When using the Delete feature, the only column that must be mapped correctly is the one you'll use as your Matching Field under Data Mapping. You need to select the corresponding CRM field from the dropdown. Other columns will be ignored and could be removed by hovering over the column name and clicking the "X" icon.

After you select the Matching Criteria, the CSV data in the Preview will be updated to reflect which rows matched records in your CRM. Rows from your CSV that do not match records in your CRM will display a warning message. Since no match is found, nothing in your CRM will be deleted. 

If a record in your CSV is not being matched to a CRM record and you know that it should be, there are several potential causes:

1. The Matching Criteria you chose does not match between the CSV and CRM

   Insycle depends on your Matching Field selection to compare your CSV to your CRM data. If Insycle can't find matches between the two sources, you may need to find a more reliable but unique field.

   Have a look at the data in your CRM using the Grid Edit module, adding columns to the layout so you can explore the fields and values. Then, compare this against the columns and values in your CSV to find a field that reliably matches the two sources. 

2. You are using too many fields in the Matching Criteria rule

   You can select more than one field in each Matching Criteria rule; however, ALL of the fields must match, not just one or some of them. If you include five fields and four of them match, but one doesn't, Insycle will not consider the record a match.

   Typically, it is best to use a single field for your first Matching Criteria to improve the likelihood of finding existing records in your CRM. Then you can add additional rules to match multiple fields.

   

3. Your Matching Criteria is too broad

   If you're using a field that is not truly unique as Matching Criteria, it's likely that Insycle won't be able to identify one single record as a match. For instance, there could be many people with the first name "John" in your CRM. This is why uniqueness is key.

   When selecting your Matching Criteria, make sure it is truly a "unique identifier." These are data points that would only belong to a single record—such as email address, phone number, street address, or ID number. For companies, it could also be company name, or company domain.

   

4. AI suggested inappropriate matching criteria

   While AI can recommend matching criteria, it might not always select the most suitable fields for your specific data. Review the AI-suggested matching criteria and adjust or replace them with more appropriate options based on your understanding of the data quality and uniqueness in both your CSV and CRM.

5. There is a syncing issue

   To refresh the data in Insycle, navigate to Settings > Sync Status, and next to the account name, click the Sync changes from last day button (lightning bolt icon).

   

   Alternatively, you could log out of Insycle and then log back in.

   For help re-syncing a specific field, contact support.

If AI is not providing mapping suggestions or the suggestions don't make sense, check the following:

• AI settings are enabled: Navigate to Settings > AI and ensure that at least "Meta" level access is enabled for your selected object type.
• Column naming: AI works best when CSV column names are descriptive and similar to your CRM field names. Generic names like "Column1" or "Data" may not generate good suggestions.
• Template conflicts: If you selected a template after AI processing, template settings override AI suggestions. Try clearing the template to see AI suggestions, or select the template first.

If AI is enabled but not working as expected, you can always map fields manually using the dropdown selections.

No, not fully. If you are concerned that you may need to refer to this data or restore it later, you may want to create an export that can act as a backup. See the Advanced How-To, Create a Backup Export of Your Data Before Deleting above for details.

The backup CSV can then be re-imported into your CRM, using Magical Import.

No, you can delete as many records as required. However, Insycle will only be able to delete records that it can match using your chosen Matching Field(s).

Yes, you can disable AI features by navigating to Settings > AI and turning off the toggles for the object types where you don't want AI assistance. You need Admin or Owner Insycle permissions to change these settings.

When AI is disabled, you'll manually map all CSV columns to CRM fields and set your Matching Criteria.

You can also use a hybrid approach: enable AI for initial suggestions, then manually review and adjust mapping for each column to maintain full control while benefiting from AI's time-saving capabilities.