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.

Map CSV Columns to CRM Fields

After uploading your CSV data, Insycle analyzes your file and compares the columns in the file to fields in your CRM database.

A column is included for each field in the CSV, with the CSV column header appearing as the top row. Insycle automatically detects the matching CRM fields and maps them for you. The second row shows the mapped CRM field names. (When you plan to delete records you can ignore the Import Mode options.)

If your CSV contains fields that are not matched to your CRM, a red error notification icon will show. These "Not Mapped" fields need to be mapped manually by clicking the dropdown and finding the appropriate CRM field. If unmapped, the fields will not be available for use as a Matching Field. If they aren't important for helping you delete records, you can remove the column by hovering over the header and clicking the remove button.

If there are issues with a record, the red warning icon will be shown on the left side of the row. When you hover over the icon, an explanation of the error will be displayed. Records that have unresolved errors in them will not be included in the bulk delete process.

Insycle uses Matching Criteria to compare the CSV with your CRM data and identify existing records for the same entity. This should be a field where both the CSV and CRM have the same value. The criteria must be "unique identifiers" that would only belong to a single item, such as email addresses, phone numbers, street addresses, or ID numbers.

For example, a different individual in the database should not have Maria Smith's email address, phone number, or ID number listed on their contact record. If a contact record shows a match in any of those fields, it is recognized as Maria Smith's contact record.

Under Step 2 on the Delete tab, select the Matching Criteria from the dropdown.

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. 

Click the Delete button and confirm the deletion.

After the deletion operation runs, you'll be provided with a report detailing how many records were successfully deleted and how many failed. Failed deletions were likely not matched to existing CRM records.

You can also view changes made in the Magical Import module in the Activity Tracker.

When you use the delete action, the entire record is permanently removed from your CRM. If there's any chance you'll need to refer to this data or restore it later, you may want to create an export that could act as a backup. Though you already have a CSV with some data, you may want more detail from your CRM.

First, upload your CSV and map the columns. Then, under Step 2, click the Export tab.

Choose the Matching Field for identifying the CSV rows that match CRM records.

Then, use the checkboxes in the Fields to Export dropdown to select all the fields you want to include in your CSV export. 

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, any time you import data using the same CSV structure you can select the template and the mapping settings will load.

If there are issues with a record, the red warning icon will be shown on the left side of the record. Records that have errors in them will not be imported.

To learn what the problem is and determine steps to resolve it, hover over the red exclamation mark—an explanation of the error will display. 

If a field in your CRM includes dropdown values and the data included in your CSV does not match, the row will display an "Invalid picklist value" error. This value needs to be changed to match the dropdown options used in your CRM.

You can make quick fixes to the import data directly in Insycle by hovering over a value and clicking the pencil icon.

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. 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.

No, not fully. Insycle's Activity Tracker will provide a CSV of the deleted records, which can then be re-imported into your CRM, but the information in this CSV will be incomplete. The CSV will include the  ID, Email, Result, Deeplink, and the fields included in your CSV. Information like activities, list inclusion, and other advanced data will not be available.

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