Conditional Bulk Update if Value=x Then Set It To=y

conditional update

 

Updating data in your CRM is critical for making it filterable, usable, and consistent. You may need to identify records with a specific value in a field and update all matching records to a new value, in bulk.

With Insycle, you can identify records that have a specific value in a specific field and update them with your desired value.

"If value=x, set it to=y."

Insycle makes it easy to slice and dice your data and update fields on a conditional basis.

Process Summary:

  1. Filter your records down to those that you would like to update.
  2. Setup your bulk update settings. 
  3. Preview your template, then update your data.
  4. Automate the template to run on an ongoing basis, if applicable.

Step 1: Filter Your Data

Conditional bulk updates are handled in the Bulk Operations module. In Step #1, you filter our database down to only those records that you would like to identify and update.

In our example, Insycle is looking for contacts that have the listed city is New York, to update their Country to US.

state is New York

 

With your filter set, click Search and a preview of the fields that match this filter will be generated at the bottom of the screen in the Record Viewer.

New York state

 

Here, you can view and select individual records for update using the checkbox next to the record.

Step 2: Bulk Update

Here is where you tell Insycle what fields you'd like to updates to make.

In this example, Insycle takes all contacts that have their city listed as New York, and updates their country to US.

You select the field you would like to update, and input the value that you would like to update it with

bulk update

 

And just like that, you've set up an update based on conditional values in another field.

To create a template, click the Add Template Button (+) to give your template a name, then click the Save Button to save it for future use.

templates

 

Step 3: Preview, Update, or Automate

Once ready, you can select individual records from the record preview at the bottom of the module screen, or just click the Review Button.

First, you'll choose whether you want to run this operation in Update Mode or Preview Mode.

preview mode vs update mode

 

In Preview Mode, you'll be able to generate a CSV report that details all of the changes that will be made to your data. Preview Mode does not push any data updates to your live database. It is a best practice to start in Preview Mode and ensure your template is running as expected before pushing the updates to your live database.

Update Mode pushes the updates to your CRM. 

Click next. In the Notify screen, you can put together an email report for your update. You can add colleagues and customize the report with additional context as needed.

share

 

Click Next. In the final screen, you choose whether you want to run the module one time, immediately (Run Now) or recurring on a regular, set schedule (Automate).

In Automate, you can choose an hourly, daily, weekly, or monthly schedule for your standardization processes. You can always view scheduled automated operations in the "Automations" screen on the main menu.

automation bulk update

 

Complex Conditional Branches Example (Syncing Owners Across CRMs)

One common complex use case for conditional updates is syncing record owners across CRMs.

For example, if you wanted to sync your Pipedrive organization owner with your HubSpot company owner, some nuances can make this a headache across integrated systems.

The fields may not natively sync, and the owner will not be properly associated in both systems. Additionally, these fields often store the Owner ID, and not the actual name of the owner. So moving that data from one field to another means that you are simply passing the owner ID, and not the owner's name, which is not always what you'd want.

Often, this results in a workaround. For instance, one commonly used workaround is to copy the Pipedrive owner to a new custom field and then sync that field with HubSpot, and update to the owner's name using HubSpot workflows. But this is tedious and complicated.

Insycle makes it easy to handle this using three functions—Map, Map default, and Copy. Here is an example of mapping the ID numbers so that if they are one value in Pipedrive, it will change it in HubSpot:

complex conditional

 

Using the Transform Data allows you to do multiple conditional bulk updates all in one template. The way to read it is the following:

  • If "My Custom" has value 123, set the value 456 in the "Contact Owner" field << 123 is the Pipedrive owner ID, 456 is the matching HubSpot owner ID
  • If "My Custom" has value 234 or 345, set the value 567 in the "Contact Owner" field << 234 and 345 are the Pipedrive owner ID, 567 is the matching HubSpot owner ID. You can optionally map two Pipedrive owners to one HubSpot owner.
  • If "My Custom" has no value, that is, no owner, set the "Contact Owner" to a default HubSpot contact ID.

To clarify, in this template the field "My Custom" is not modified, it's used as an input for the mapping. The output of the mapping is set on the "Contact Owner" field.

Audit Trail and History

The Activity Tracker lets you review all changes made through Insycle. At any time you can download a CSV report of the operation and records affected.

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