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 application, 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 Pull and 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.

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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.

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

There are two options for comparing your CSV data to your existing CRM data:

Pull identifies records in your CRM that match rows in your spreadsheet, and will pull additional info from the CRM to review in a report. This is great for comparing field data in your original CSV to your CRM, or gaining additional context about the records you are updating through your CSV upload.

Compare provides a simple report indicating if rows in your CSV match existing CRM records. This makes it easy to trim existing items from your CSV files, identify existing records in your CRM, and keep yourself from creating duplicates when uploading the data.

Using the Pull Action to Extract CRM Data for Comparison Against CSV Data

Under Step 2, click the Pull tab.

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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. 

Use the Fields to Pull to add fields from your CRM that you'd like to see for each row in your CSV. In the example, Company Name, Country/Region, and Email will all be pulled from the matching CRM records. 

Click the Pull button and download the CSV.

In the spreadsheet, for each record found in the CRM, the ID and Email columns will contain the CRM record ID. The Result column will indicate if a match was found based on your Identity Field selection. The remaining fields provide the pulled CRM field data. 

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Using the Compare Action to Identify CSV Data That Already Exists in Your CRM

Under Step 2, click the Compare tab.

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Choose the Identity Field. This is the field that will be used to match your CSV data to existing CRM records. 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. 

Click the Compare button and save the CSV file.

The Compare spreadsheet shows all of the data from the imported CSV, plus HubSpot Exists, and HubSpot Deeplink columns. HubSpot Exists tells you if a match was found in the CRM based on your Identity Field. If "TRUE," there was a match, and a deeplink to the HubSpot record is included. 

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Keep in mind, this does not tell you whether or not all of the data in the record matches, just your selected Identity Field.

Tips for Comparing Data

Using the Pull and Compare features, you can:

  • Understand how many contacts from a list are net-new versus already existing in your CRM.
  • Enrich the CSV with values from the CRM. For example, given an email address, you could extract the lifecycle stage, industry, or phone number for that contact from the CRM.
  • 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 pull 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.

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

Troubleshooting

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. 

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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.

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

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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.

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

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 pull 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 pulling data from the correct record for John. This is why it is important that to use uniquely identifying fields.

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

Frequently Asked Questions

What are the differences between the 'Pull' and 'Compare' features?

"Compare" matches CSV data to CRM data and then pulls additional CRM data for you to examine. This is great for comparing data in your CSV to your CRM.

"Pull" matches CSV data to CRM data to see if the record already exists in your CRM. This is great for seeing if data in your CSV is already present in your CRM.

When should I use the "Compare" feature?

Use the "Compare" feature when you want to use your CSV to view other data in your CRM for the same records.

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 fields for those matched records in a CSV.

When should I use the "Pull" feature?

Use the "Pull" feature to see if your CSV data is already present in your CRM. This is great for trimming your CSV files and keeping yourself from creating duplicates when uploading new lists.

Additional Resources

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