Compare CSV Data to Existing Records In Your CRM

How to Create a Report Comparing CSV to CRM Data

You have data in a CSV exported from another app, but you have no idea if the records in the CSV already exist in your CRM, and If they do what data they contain.

With the Magical Import module, you can compare data in a CSV to existing records in your CRM.

Process Summary

  1. Select the CSV file for comparison.
  2. Map CSV columns to CRM fields.
  3. Compare CSV data to existing records in your CRM.


Step-by-Step Instructions

Step 1: Upload Your CSV and Map Columns to Your CRM

Select the CSV File for Import

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

Choose the CSV file that you would like to import. Uploading a file into Insycle does not import it to the CRM right away, and the Compare features are read-only operations. 

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. Then, Insycle automatically detects the matching CRM fields and maps them for you. The second row shows the mapped CRM field names.


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 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. If you plan on importing this data after comparing, these rows will need to be fixed or the row data will not be imported. Learn about fixing errors in the Troubleshooting section below.


Step 2: Compare CSV Data to Existing Records in Your CRM

Compare (Preview) provides a simple CSV report comparing the rows in your CSV to existing data in your CRM records. 

Under Step 2, click the Compare (Preview) tab.

Select the Identity Field from your CSV data. This should be a field where both the CSV and CRM have the same value. This needs to be a unique identifier that would only belong to a single record—such as email address, phone number, street address, or an ID number. 

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. 


Click the Compare Contacts button and download the CSV.


Records in your CSV will be compared based on the Identify Field (to identify existing records in your CRM) and your mapped fields (to compare CSV fields to existing field data for the matched record).

If Insycle could not find a match based on your Identity Field, the ID column in the generated comparison preview will say "Not Found," and the Result column will say "Not Compared."

CSV records that were matched to existing CRM record will have all mapped fields compared to the fields that they were mapped to. 

In the generated comparison preview, each field will be labeled (Before) and (After Update)

  • Before: The existing data in your CRM
  • After Update: How the field would be updated based on your existing settings


Tips for Comparing Data

Using the Compare feature, you can:

  • Understand how many contacts from a list are net-new versus already existing in your CRM.
  • Preview how your CSV import would change data for existing records
  • Check unsubscribes against your CRM database.

Advanced How-Tos

Selecting a Unique Identifier

Insycle uses Identity Fields to compare your CSV to your CRM data. When selecting your Identity Field, 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.

For example, no other contact in the database would have Maria Hernandez's email address, phone number, or ID number listed on their contact record. If a contact record contains a match for Maria Hernandez's data in one of those fields, you know that is the contact record for Maria Hernandez.

Using Multiple Identity Fields

You can select more than one identity field, however, Insycle will check all of the fields to match. If one single field does not match, the CRM record that you would like to compare data from will not be identified. If you include six identity fields and five of them match but one does not, Insycle will not identify the record as a match.


Outside of specific use cases, it is typically best to use a single identity field.


Seeing red warning icon in Step 1

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.


CSV records aren't being matched to CRM records

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.

  • The Identity Field you chose does not match the CSV and CRM
  • You are using too many identity fields
  • There is a syncing issue (trigger a full database sync or contact support to re-sync a specific field.

You can select more than one identity field. However, Insycle will check all the fields to match. If one single field does not match, the corresponding matching CRM record will not be identified and will not be deleted.


Outside of specific use cases, it is typically best to use a single identity field when using Compare.

Using overly broad identity fields

If you're using a field that is not uniquely identifying, Insycle is likely to identify the wrong record in your CRM as a match and will not be able to identify a record to compare data from. For instance, there are probably many people with the first name "John" in your CRM, but you want to make sure that you are comparing data from the correct record for John. This is why it is important that to use uniquely identifying fields.


For general troubleshooting advice, see our article on Troubleshooting Issues.

Frequently Asked Questions

When should I use the "Compare" feature?

Use the "Compare" feature when you want to compare your CSV data to existing CRM data. 

For instance, Insycle might use the "email" field in your CSV to identify the matching record in your CRM, then you can view all additional mapped fields from your CSV.

Additional Resources

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