Compare CSV Data to Existing Records In Your CRM

Create a Report Showing CSV Import and CRM Data Side-by-Side

You may have data in a CSV that comes from another application or source that you'd like to compare to the existing records in your CRM. You have no idea if the records in the CSV currently exist in your CRM and If they do exist what kind of data they contain.

With Insycle, comparing contact, customer, deal, or any other record type data in a CSV file to existing data in your CRM is easy. Using the Magical Import module you can do things like:

  • Compare contacts, companies, deals, and custom objects against existing records in your CRM.
  • 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 unsubscribers against your CRM database.

Which Feature to Use When

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.

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.

Process Summary

  1. Select the CSV file for comparison.
  2. Map CSV columns to CRM fields.
  3. Select the Pull or Compare feature and compare CSV data to existing records in your CRM.
  4. Review the CSV and CRM values side-by-side in the report.
  5. Save the configuration as a template to maintain consistency.

 

Step-by-Step Instructions

Step 1: Select the File, Map Columns, and Specify How to Import Values

Select the CSV File for Import

Select the Magical Import module from the left navigation, then 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, instead, you can prepare the data in a variety of ways prior to actually importing it to the CRM.

choose csv file

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 exclamation point error notification will show.

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These "Not Mapped" fields need to be mapped manually by clicking the picklist and finding the appropriate CRM field. If they remain unmapped they will not be imported. You can choose to leave those columns unmapped, or click the “X” next to the column when you hover over it to remove it from the list.

If a record has errors in it, a red error icon will appear in the record row and by the value. When you hover over the icon, a description of the error will be displayed.

If the selections in your CSV do not match existing picklist values in your CRM, the error will say, "Invalid picklist value." 

Records with unresolved errors will not be imported. Other fields will be imported as normal.

record exception

You can edit the import data directly in Insycle to resolve issues by clicking the pencil icon next to any field.

Step 2: Select Action to Compare CSV Data to CRM

Insycle lets you compare your CSV data to your existing CRM data in two different ways:

  • 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.
Using "Pull" Action to Compare Your CSV Data to CRM Records

Under Step 2, click the Pull tab.

pull

Select the Identity Field from your CSV data and the Pull Field that you will use to compare it to your CRM data. The Identity Field is a field in your CSV while the Pull Field is a field in your CRM. These two fields will be compared and matched.

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, home addresses, or ID numbers.

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, we know that is the contact record for Maria Hernandez.

Click the Pull button and in the confirmation popup, click Yes.

The comparison will run. Afterward, you’ll receive a Pull Report that details the results.

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To download the CSV report click the Run ID number. This report can also be accessed in the Activity Tracker.

In the CSV report, the Result column tells you which records were matched based on the Identify Field and Pull Field you selected. It also provides the Identity Field data and a link to the record in your CRM.

result matched
Using "Compare" Action to Compare Your CSV Data to CRM Records

Under Step 2, click the Compare tab.

compare tab

Choose the Identity Field. This is the CSV field that will be used to compare your existing CRM data in the same field, based on the mapping settings that you selected in Step 1.

For example, if you use the Email field, Insycle searches your CRM database for records with a matching email value.

After selecting your Identity Field, click the Compare button.

email identity field

A CSV will automatically download. This CSV provides a complete look at the records included in the CSV you uploaded.

compare

It tells you if a matching value was found in the CRM, based on the Identity Field that you chose.

  • If the result is “True,” a match was found.
  • If the result is “False,” a match was not found.
hubspot exists

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

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.

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

Troubleshooting: 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 we use uniquely identifying fields.

Save Configuration as Template to Maintain Consistency

With your comparison settings set up and running smoothly, you can then save your settings as a template. With a template, all of your settings are saved — field mapping, functions, modes, etc. Future comparisons will not need to be reconfigured, saving you time on all future comparison tasks.

Return to the Template menu at the top of the page and click the + to give it a unique name and then click the Save button.

template

Troubleshooting

For general troubleshooting advice, see our article on Troubleshooting Issues. Here are some tips for troubleshooting issues specific to importing:

CSV records not 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.

too specific

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

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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