Copy or Move Values Between Fields

Navigate to Data Management > Transform Data module, and 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.

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.

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: Value 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.

When you use the Copy: Move function, the value from the source is copied to your target field, then the data is cleared from the source field.

You may want to use the Move function if the data belongs in the target field, and should not be in the source field. For example, if you've discovered some contact records where the Mobile Phone Number field is mistakenly being used for the Phone Number.

In this example, the Mobile Phone Number field would be cleared and its values transferred to the Phone Number field.

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.

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 the (Before) and (After) columns. If the results don't look how you expected, go back to your filters in Step 1 and functions in Step 2 and try making some adjustments, then preview again.

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.

After you've seen the results in the CRM and are satisfied with how the operation runs, you can save your configuration as a template and set up automation so this transform operation runs on a set schedule. If you have several templates you'd like to automatically run together, you can create a Recipe. Additionally, HubSpot users can integrate Insycle Recipes into HubSpot Workflows.

Return to the Template menu at the top of the page and click Copy to save your configurations as a new version of the template you started with. Then click the pencil to edit your new template name.

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

On the Notify tab, select the send option appropriate for your automation: Always send, Send when errors, or Do not email.

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

You can view all your scheduled automations at any time on the Operations > Automations page.

If there isn’t a single function under Step 2 that makes the change you’re looking for, you can still complete the step in one template.

Functions can be layered to make changes in a series of steps. They will cumulatively apply to the field value, executing in order from top to bottom.

For example, you can use two functions to clean up Website URL values that have multiple directories. Instead of “https://app.insycle.com/data/bulk/contact/,” you just want to keep the main domain value, “insycle.com":

1. The Extract: Domain from URL function will remove the https:// and subdomain, but the directory values after the domain, '/data/bulk/contact/' would still be there. Leaving the Target Field blank, will write the value back to the original field.
2. To get rid of those directory values, add the function Split: By any delimiter and keep Nth term to remove everything after the forward slash, “/”, and keep the value in the first section.

For another example, you can use several functions to populate the country value by using the email address:

1. Select the email field with the value to start with.
2. Select the Split: By any delimiter and pick the last term function. 
3. In the Parameter field, enter a "." to use as the delimiter, telling Insycle which part of the email value to isolate and use for the next steps.
4. Click the plus at the end of the row to add an additional function for this field.
5. Now that you have the two-character country code, select the Standardize: Country Code2 to Name function to transform it to the full country name. Click the plus.
6. Select the Copy: Value function and the Target Field the country name should be written into.

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 functions, maybe try reordering them, then Preview again.

With your filter and layout set, Insycle can now export your segment of data. 

In the Transform Data module, you can export your data one time, immediately or set up automated exports. This will export the current data without the Transform updates.

Click the Export button.

In the Export popup, select New File and click Next.

On the Email tab, enter additional email addresses (hit Enter after each), a Subject, and Description. The CSV export will be attached to this email whenever it is generated.

To export the data once:

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.

To set up automation for recurring exports:

On the When tab under Automate, set up the frequency your CSV should automatically be exported--hourly, daily, weekly, or monthly.

Then, data that matches your set filter will be automatically exported and emailed to you or your team on a set schedule, improving data collaboration and giving you the opportunity to keep an eye on the most important customer data.

If you'd like to see additional fields in the export from Step 1, 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. 

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. For more detail, see the Advanced How-Tos above.