Associate Contacts, Companies, Deals from CSV by Matching Property Values

 

Associating contacts, companies, and deals is critical for maintaining order in your CRM. Your sales and marketing teams rely on properly associated data for context in communications, sales conversations, and decision-making. But when you import data —whether manually or through an integration—those associations are often not in place. Manually associating contacts can be extremely time-consuming.

With Insycle, you can automatically associate contacts to companies, and companies to deals, on import. That way, newly imported data will be properly associated, as it enters your database.

To import data and associate contacts on import, we will use the Magical Import module.

How It Works

With Insycle, you can associate contacts, companies, and deals to existing records in your database, from a CSV by matching property values.

Insycle allows you to match records in your CSV to existing records in your CRM by choosing match fields. Then, you can associate while you import or update data in your CRM from CSV.

Summary

To associate records that are currently in the database, use the Magical Import module and the Associate action under the Manage Data Step.

To associate or link records, they need to have a field with a similar value in both records. For example, "Email Domain" on the contact, and "Website Domain" on the company. Then, you can pick those fields to match the records and establish the association.

To learn more about the importing process, see Import New Records or Update From CSV.

Step 1: Map CSV Columns to CRM Fields

When you open the Magical Import module, the first thing you'll do is upload your CSV import file.

Loading a file to 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

 

After uploading your .CSV, Insycle analyzes your file and compares the columns in the file to fields in your CRM database.

Insycle will automatically detect fields that match and automatically map them for you. Those it cannot find will need to be mapped manually.

Exception on field

 

Just below the field mapping section, you’ll see that each individual field has the Import Mode dropdown, which tells Insycle what to do with the data contained in each field. You have 4 options — Update, Fill, Overwrite, and Append.

Update, fill, overwrite, and append import mode

 

  • Update: Update CRM records with all non-empty field data contained in the .CSV.
  • Fill: Import CSV values only when the corresponding field in your CRM is empty.
  • Overwrite: Insycle will replace any existing data in your CRM with the data in the CSV — even if the CSV field is empty.
  • Append: Import values from the CSV and append (add them to) the existing data already in your CRM. A common example of how “Append” is used would be in a “Notes” field.

Step 2: Set Identity Field & Choose Action

email identity field

 

In order to determine whether to create a new record or update an existing one, Insycle uses the Identity Field to match CSV rows to records in the CRM. For example, when importing contacts, you'd typically use an email address, phone number, or any other unique value.

If you use the "Email" Identify Field, Insycle searches your CRM database for records with a matching email field. Other fields that you could consider using include names, phone numbers, ID numbers, or addresses.

A Note About Selecting Identity Fields

You can select more than one identity field. However, Insycle will check that ALL of the fields match, not just one of the fields. If one single field does not match, the corresponding matching CRM record 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.

Using the "Update Existing and Create Net New" setting, Insycle will fail to match many records and instead will create a new record.

If you use the 'Only Update Existing' setting with many Identity Fields, you will identify far fewer existing records and much of your CSV data will not be imported, because Insycle will not be able to find the correct record to update.

too specific

 

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

Don't Set Identify Fields Too Broad

Such as using a field that is not uniquely identifying. Doing this means that Insycle is likely to identify the wrong record in your CRM as a match, and update the wrong record with data from your CSV. For instance, there are probably many people with the first name 'John' in your CRM, but you want to make sure that you are updating the correct record for John. This is why it is important that we use uniquely identifying fields.

too broad

 

Then, in the Records Mode section, you tell Insycle how the imported data should be handled during the import process.

  • Update existing and create net new. Insycle will attempt to match imported records to existing CRM records using the identity field. If Insycle is unable to find a corresponding record, a new record will be created in your CRM.
  • Only update existing. Insycle will attempt to match imported records to existing CRM records using the identity field. If a corresponding record is found, it will be updated with the data from your .CSV import. Records that are not matched with an existing CRM record will not be imported.
  • Only create net new. Insycle will attempt to match imported records to existing CRM records using the identity field. Only records that can not be matched with an existing record in your database will be imported. Records that already exist in your CRM will not be.

For example, if you want to make associations for existing records but do not want to create new records in your database, you can select "Only update existing."

Step 3: Prepare Data

In this step, you can prepare and update your data in various ways before importing. For instance, you can format specific fields, cleanse data, and generally ensure that the data that you are importing is clean and tidy.

To do this, select the “Functions” tab.

Here, you’ll be able to select a specific field and then a function to apply to that field.

prepare data

 

Some examples of other functions that you can apply in this step include:

  • Formatting names and companies for proper case
  • Formatting phone numbers & addresses to popular standards
  • Removing terms/whitespace/non-letters/symbols
  • Add prefixes and suffixes
  • Extract data from a field, such as domains
  • And more

Step 4: Associate

In “Step 4: Manage Data,” click on the Associate tab. This may also be called the Link tab, depending on which CRM you have connected and what naming convention they use.

associate

 

Here, we can tell Insycle how associations should work, using the dropdown selections contained in the tab.

First, we must choose an action — add or remove associations. For associating on import, we will choose “Add."

action

 

Then in the second “Record Type” dropdown, we tell Insycle what kind of associations we would like to make using the .CSV import data.

You can choose:

  • Contacts to company
  • Contacts to deals
  • Contacts to custom objects (HubSpot)
association record types

 

In the next dropdown, “CSV Column,” we will tell Insycle what field from the CSV we would like to use to match and associate.

For instance, if you were associating contacts to companies, you would likely use the “Company” or “Company Name” field from your .CSV import here. Other potential options include company domain names (from URLs or email domains), addresses, phone numbers, etc.

csv column

 

Then in the final dropdown, we tell Insycle what field we should match to in your CRM database.

For instance, if we are using the “Company” field from the .CSV, we will likely want to match that to the “Company” or “Company Name” field in your CRM as well.

match field

 

Additionally, you have the option to create a new company record when one is not automatically matched by Insycle. You can do this by selecting the checkbox next to the dropdown selections in this tab.

create when no match is found

 

Now, when you complete the import, matching associations will be automatically created based on your settings. A record of this report will always be kept in your Activity Tracker that you can download at any time.

Step 5: Import

Now, you can go through the process of importing and associating your data.

import

 

Once you’ve gone through the previous steps and your import is prepared and ready, click on the “Import X Contacts” button.

The import will now take place and matching associated companies will be automatically associated to the contacts.

After the import runs, you’ll receive a report that breaks down import information—how many records you tried to import and how many succeeded, failed, or were updated, deleted, or unmodified.

result

A record of this report will always be kept in your Activity Tracker that you can download at any time.

In addition to this report, you will receive an email that breaks down this information.

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, including while using Bulk Operations.

Frequently Asked Questions

Can Insycle Associate contacts to companies on import?

Yes, Insycle allows you to associate contacts, companies, deals, and custom objects while importing data from a CSV, using the "Associate" or "Link" tab in Step 4 (depending on the verbiage used by your app).

associate

 

Can I associate contacts to multiple companies from one CSV?

Yes, but you will have to run the Magical Import module multiple times. Insycle is only able to run one association operation with each run of the Magical Import module. So if you need to make up to three associations per contact, you'll need to run the module three times.

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