Compare CSV Data to Existing Records In Your CRM

Select the CSV File for Comparison

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 compare against. Uploading a file into Insycle for comparison will not import it to the CRM; the Compare feature is a read-only operation. 

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 selecting the appropriate CRM field. 

If there are issues with a specific CSV entry, 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 warnings in the Troubleshooting section below.

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 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 button, then click the Run ID in the Compare Result popup, or go to your email to download the compare CSV.

If Insycle cannot find a match between your original CSV and your database based on your Identity Field, the Result column in the downloaded compare CSV will say "Not Compared," and the ID column will say "Not Found."

If a "Failed" Result appears, read the Message for details on the issue.

CSV columns appear side-by-side with the mapped CRM fields:

• (Before) is the existing data in your CRM
• (After Update) is the column data from the CSV

Insycle uses Identity Fields to compare your CSV to your CRM data. Identity fields must be "unique identifiers." These are data points that could only belong to a single contact—such as email addresses, phone numbers, street addresses, or ID numbers.

Additionally, 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. 

When you make your Identity Field selection, the data under Step 1 will refresh, and you'll be able to see which records are already in your CRM. The records that Insycle found will become blue links that will open the record in your CRM.

Typically, it is best to use a single identity field to improve the likelihood of finding existing records in your CRM.

If there are issues with a CSV column, a red warning icon will appear at the top of the column. Any "Not Mapped" fields must be mapped manually, or they will be excluded from the generated CSV. 

If there are issues with a CSV entry, the red warning icon will be shown on the left side of the row. Rows that have warnings may also display errors in the generated CSV report.

To learn what the problem is, hover over the red exclamation mark—an explanation of the error will display. 

In this example, the duplicate row will be excluded from the CSV report.

In other cases, such as dropdown values that don't match the CRM field settings, the value will simply show a description of the issue in the generated CSV.

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 between the CSV and CRM

Insycle depends on your Identity 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 dependably matches the two sources. 

You are using too many Identity Fields

You can select more than one identity field; however, ALL of the fields must match, not just one or some of them. If you include five identity 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 identity field to improve the likelihood of finding existing records in your CRM. 

Your Identity Field choice is too broad

If you're using a field that is not truly unique as an Identity Field, 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 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.

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.

Use the Compare (Preview) feature when you need to:

• Identify differences between CSV data and existing CRM records
• Determine how many contacts in your CSV are new vs. already in your CRM
• Preview potential changes to existing records before importing
• Check unsubscribes against your CRM database

This feature is especially useful when:

• You have CSV data exported from another application
• You're unsure if the CSV records already exist in your CRM
• You want to compare CSV data side-by-side with corresponding CRM field values

The Compare feature helps you make informed decisions about data imports and updates, ensuring data integrity and preventing unwanted overwrites.

Yes, Insycle will automatically map fields that it is able to identify. However, if there are cases where it can't figure out what a field should map to, a warning icon will appear, and the CRM field dropdown will say "Not Mapped." You should select the corresponding CRM field to ensure the field is included in the comparison.