Copy or Move values like magic

How to Copy or Move a Value from One Field to Another

Ensuring that you have the correct data in the right field is important for keeping your data filterable and usable—both for your teams and for integrations. Doing this manually is a time-consuming process.

With Insycle's Transform Data module, you can use rule-based templates to quickly identify fields and automatically copy or move data between them.

Process Summary

  1. Filter data down to the records that you would like to change.
  2. Set up the rule specifying which field value to copy or move where.
  3. Preview then apply the changes to your CRM.


Step-by-Step Instructions

Step 1: Set Up a Filter to View Only Relevant Records

In the Transform Data module, select the database and record type from the top menu. Then explore the templates for an existing solution that may be close to what you need.

In Step 1 under the Filter tab, select the Field to work with. Use the Condition to set the rule that the data in the selected field must meet. With this filter, you're telling Insycle what records you would like to update.

In the example below, we are looking for contact records that have a value in the Mobile Phone Number field, but do not have a value in the Phone Number field. In those situations, we would like to move data from the Mobile Phone Number to the Phone Number field. This way, if a record already has a phone number, it won't be overwritten.

Step 1 filter set up

If it makes more sense to overwrite existing data in the Phone Number field, remove the "Phone Number doesn't exist" filter row.

Click the Search button, and a preview of the records that match this filter will load in the Record Viewer at the bottom of the page.

Record Viewer results

Step 2: Specify Fields to Copy or Move Data From and To

Under Step 2, you specify whether to copy or move the value from your starting field to your target field. 

When you use the Copy function, the value from your source field (in this example, Mobile Phone Number) is copied into your target field (Phone Number); the original data remains in the source field.

Step 2 with Copy function

When you use the Move function, the value from the source is copied to your target field, then the data is cleared from the source field. In this example, the Mobile Phone Number field would be cleared and its values transferred to the Phone Number field.

Step 2 with Move function

Step 3: Preview Changes and Update CRM Records

Preview Changes in the CSV Report

With the filters and functions set up, you can preview the changes in a CSV file. It's important to verify that your data is being copied or moved as expected before the changes are pushed to your live database.

Under Step 3, click the Review button, then select Preview in the popup.

Select Preview mode

On the Notify tab, add any additional recipients who should receive the CSV (and make sure to hit Enter after each address). You can also provide additional context in the message subject or body.

On the When tab, click Run Now and select which records to apply the change to (in most cases this will be All), then click the Run Now button.

Open the CSV file from your email in a spreadsheet application and review each field's (Before) and (After) values. If the results don't look how you expected, return to your filters and functions and try making some adjustments before previewing again.

Previewing the CSV

Apply Changes to the CRM

If everything in your CSV preview looks correct, return to Insycle and apply the changes to the live CRM data.

Under Step 3, click the Review button again, and this time select Update mode.

On the When tab, you should use Run Now the first time you apply these changes to the CRM.

Run changes on your CRM now

After you've seen the results in the CRM and you are satisfied with how the operation runs, you can save your configuration as a template, and set up automation so this copy or move operation runs on a set schedule. If you have several templates you'd like to automatically run together, you can create a Recipe.

By automating with a template, you'll save time and ensure that your fields are consistently cleaned up on an ongoing basis.

Under Step 5, click the Review button, and select Update mode.

On the When tab, select Automate, and configure the frequency you'd like the template to run. When finished, click Schedule.

Schedule automation

Tips for Transforming Data

You may need to do some experimentation. Use the Preview mode and CSV report to see if you get the desired result. If not, adjust your filters or functions, then Preview again.

Advanced How-Tos

Adding Additional Fields to the Record Viewer

If you'd like to see additional fields in the Record Viewer or export, under Step 1 click the Layout tab, find the desired field in the right column, and drag it left to the Visible Fields column. Drag-and-drop fields in the Visible Fields column to reorder them. These fields appear in the CSV export from Step 1, and the Record Viewer, though not in the Preview.

Add fields to layout


I don't see all the fields I added to the Layout in the preview CSV report.

The Transform Data preview CSV includes a fixed set of fields: record identifiers, deeplink to the record in the CRM, and the Before and After values for the transformed fields. Other fields cannot be added.

To see all the fields that are in your Layout and Record Viewer, use the Export button under Step 1. This will export the current data without the Transform updates.

Export button under Step 1

Additional Resources

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