Ensuring that you have the correct data in the right field is important for keeping your data is filterable and usable — both for your teams and for integrations. Then, you can ensure that your employees and software able to find the data that they need, in the expected field, when they need it.
Doing this manually can be a time-consuming and arduous process. But with Insycle, you can use rule-based templates to identify fields and automatically move data between them.
How It Works
To ensure that you have the correct data in the right field, you may need to take a value from one field and put it in another. We do this using the Copy and Move functions.
The Move function takes your data from one field and moves it to another, deleting the data in the source field. The Copy function copies the data and duplicates it in another field, leaving the data in the source field.
To update values of any field in bulk, you simply
- Use the Transform Data module to filter your data down to the records that you would like to move
- Tell Insycle which fields you'd like to move data between
- Tell Insycle how to move it with the Move or Copy functions.
Step 1: Define Filter
To move or copy fields in bulk, we'll use the Transform Data module. Navigate there. At the top of the screen, make sure that you have the right record type selected—Contacts, Companies, Deals, or custom objects.
In Step 1, we set a filter that defines the records that we would like to update, based on rules.
Let's look at an example. Let's say that we want to look for contacts that have a Mobile Phone Number listed in the database, but do not have a primary Phone Number listed. In those situations, we would like to move data from the Mobile Phone Number to the Phone Number field.
First, we have to tell Insycle to identify these records with a filter.
Here we are telling Insycle to look for contact records that have a Mobile Phone Number that exists but do not have a value in the Phone Number field. If you click the Search Button, a preview of the records identified by this filter will be viewable at the bottom of the screen.
Step 2: Pick Fields, Move Data
In Step 2, we apply the function to copy or move the data between the two fields.
We are taking the Mobile Phone Number field and copying it into the Phone Number field.
When you use the Copy function, the value from your source field (Mobile Phone Number) is copied into your target field (Phone Number). With the Copy function, the original data remains in the source field.
You can also select the Move function. With the Move function, the data from the source is once again copied to your target field. However, with the Move function, the data is cleared from the source field. So in this example, the Mobile Phone Number field would be cleared and its values transferred to the Phone Number field.
Step 3: Preview or Update
Now, with our Filter and update Action in place, we can run the Transform Data module to update our selected records.
You can do this by clicking the Review Button in Step 3.
A popup will appear. Here, in Stage 1: Mode, we can select the Preview Mode or Update Mode. Preview Mode allows you make the changes reviewable in a CSV file, but does not update your CRM database. If you choose Update mode, the data changes will go live in your CRM when the operation is processed.
Then click the “Next” button.
In Step 2 of the “Review” process, you can choose where you send the generated report. Your email will automatically be added to the list but can add other co-workers and colleagues that you are collaborating with here.
Once finished, click the “Next” button. In the third screen, you can choose whether you would like this operation to run one time, or on a regular basis.
There are two tabs on this screen — Automate and Run Now.
When you select the Run Now tab, you are choosing to run the field update operation one time, immediately. Here, you can choose the number of records that you would like to update with the operation.
Alternatively, you can schedule this module to run on a set, recurring basis in the Automate tab. Here, you can choose to schedule this operation to run hourly, daily, weekly, or monthly. When scheduled, the Module will automatically run on your desired schedule and email the reports after it has run. You can view all scheduled automations on the “Automations” page on your dashboard.
Preview Changes Before They Go Live
You can preview the changes that you are making to your data before those changes are pushed to your live database. When you run select modules in Insycle, you have the option of choosing between Preview Mode and Update Mode once you click the button.
You can set up ongoing data maintenance automation with Insycle on the module level, using Recipes, or integrating with Workflows. You can view all scheduled automations on the “Automations” page on your dashboard.
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.
Related Blog Articles
- How to Become a Customer Data Wizard Using the ‘Transform Data’ Tool
- How to Create a Customer Data Management Plan
Related Help Articles
- Bulk Update Values of Any Field
- Bulk Clear Values From Field
- Link and Associate People to Companies
- Module Overview: Transform Data
- Bulk Delete Records