Templates

Every Insycle module runs using templates. A template is a saved set of steps and settings that are executed at the module or app level. For instance, you might have a template for merging companies by name and domain name in the Merge Duplicates module, and a different one for cleaning up company names in the Bulk Operations module.

Insycle includes pre-built templates for popular use cases, as well as custom templates that you can build to solve specific data issues within your organization. You can also use templates created and shared by others.

You can view the template name at the top of each module, and see who created it, when.

All modules within Insycle include pre-built templates to solve common data issues. These templates can address typical use cases for any company or could be specific to the CRM that you have connected with Insycle. For example, Insycle offers various pre-built templates for Salesforce and HubSpot to account for the differences between the platforms.

For example, here are a few pre-built templates included in the Merge Duplicates module for HubSpot.

Various platforms (such as Salesforce, Intercom, Pipedrive, etc.) will offer their own templates that serve similar purposes but go by different names.

When you create a template, every setting on the page becomes part of the template when it is saved. You can start with one of the built-in templates, make some changes to suit your needs, and then save it as a new copy.

Because each module works differently, the options and settings saved as part of your template will also vary. To learn more about building templates for specific modules, refer to the Module Overviews section of the help center.

Let's look at an example from the Merge Duplicates module. This module includes several sections where you can update settings, which will become part of the template once it is saved.

First, you have the "Find Duplicates" section, where you set the matching rules. When saved, all settings here become part of your template.

Additionally, in the Merge Duplicates module, you also set the "Master Selection" rules, which tell Insycle how to determine which record all other duplicates will merge into.

When you run the module, you also choose whether to execute the operation in Update Mode or Preview Mode. This choice becomes part of the template. Therefore, if you save your template in Preview Mode, it will remain in Preview Mode unless you change it on the fly or update the template.

Whether you built your template from scratch or used a pre-built template as a starting point, after you've seen the results in your CRM and are satisfied with how things run, you should save your configuration as a template.

If you started with a blank template, you would have been prompted to name it before beginning configuration, but you still need to save it. 

Return to the Template menu at the top of the page. To update the template name to make it more informative, click the +, then click the Save button.

If you started with an existing template, 

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

When you configure and save a template, any review options you select on the Mode, Notify, and When tabs will also be saved. These settings will apply whether the template is executed manually or automatically unless you modify them on the fly or update the template.

On the Mode tab, you can use Preview mode and the emailed CSV to analyze patterns in the data or report to stakeholders without making any changes to your data.

When you select to run the operation in Update mode, the data is updated in your CRM. If you want to automate processes for maintaining your data, you'll use Update mode. 

The options on the Notify tab determine if an email message is sent each time the template runs. Configure one of the options: Always send, Send [only] when errors, or Do not email [ever]. Add the recipients and additional context in the subject or body. 

When using Preview mode, this Notify step can be a valuable tool if you want to send yourself or colleagues a report. In Update mode, the attached CSV serves as a report, allowing you to keep track of the changes made.

On the When tab, whether you choose to run the template one time (Run Now) or schedule it to run automatically on a regular basis (Automate), these settings will also be preserved as part of your template. 

Run Now templates can be used when you want to run a process manually, making a few small adjustments before each time you run it. Or, these templates can be added to a Recipe that is set to run on an automated schedule.

Automated templates let you set a schedule for an individual template to run.

Often, you'll want to copy an existing template to edit it for a new task while keeping the old template as-is.

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

When you copy a template, it is automatically saved.

To rename a template, click the pencil icon in the template menu. 

Templates can be accessed by all users in your company account who have permission to access the module. This applies to both built-in templates created by Insycle and those created by your colleagues.

Users with Read access to the module will be able to open the template and run it in Preview mode; users with Write access can open the template and run it in Update mode. Both permission levels allow the user to copy a template and make changes to that copy.

To learn more about permissions, see User Roles & Permissions.

You can use the Share button at the top of each module or app to get a link that can be shared with other Insycle users. The templates can then be reused with other databases from the same CRM. This means, for example, that HubSpot templates can be opened in other HubSpot databases but cannot be opened with a Salesforce database.

When you have a set of templates that reliably manage your data, you can put them together into a longer, ordered sequence as a Recipe. Then, you can schedule that Recipe to run on a consistent, set schedule. Your templates will run one after another in the order that you set.

For example, you might tie multiple templates together that deduplicate contacts, format names, format phone numbers, associate them to companies, and standardize their address in a "Contact Cleanup" Recipe.

Recipes are ideal for creating processes for your team to follow and can also be used to create powerful automation using HubSpot Workflows.

You can find Recipes under Operations in the left navigation.

Learn more about Recipes.

Templates can be scheduled to run automatically in some modules within Insycle. When you click the button to run the module, you'll configure how you want it to run.

On the When tab, you can choose to run the template one time immediately (Run Now), or schedule it to run automatically on an hourly, daily, weekly, or monthly basis (Automate).

Once a template has been scheduled for automation, it will continue to run automatically until it is manually deactivated.

To view existing scheduled automations, navigate to Operations > Automations in the left navigation.

On this page, you can view all currently scheduled automations. For each automation, you can see if it is active, whether it was set up in Preview or Update mode, and the template name. Clicking the template name will take you to the appropriate module with the template loaded.

To learn more, refer to Automation and Manual Operations.

When your team has numerous templates, use the Favorite button to pin the ones you use most frequently to the top of the template list in that module for easy access.

Note that when you favorite a template created by Insycle, a copy is made, which is then pinned to the top of the list.

The Health Assessment identifies data quality issues that negatively impact your marketing, sales, and support efforts and guides you through the process of resolving them.

The Health Assessment uses Insycle templates to track these issues.

When you create custom templates in Insycle, you can add them to your Health Assessment, enabling you to track issues that are specific to your organization.

To include a template in your Health Assessment, navigate to the module page and load the template. In the Template menu, click the shield button to add or remove the template from your Health Assessment. When the button turns green, the template is active in the Health Assessment.

To learn more, see the Customer Data Health Assessment article.

If you have trouble finding the right module and template for a specific task, you can use the search bar located at the top of every screen. This feature will search across all modules and apps, regardless of your current location.

You can search Insycle for relevant templates and recipes related to your issues and use cases. This includes both built-in templates and custom templates created by you and your team.

To learn more, see Search Templates and Recipes.

You can easily update or add email addresses to receive CSV reports from automated templates on the Automations page.

Go to Operations > Automations in the left side menu. Select the checkbox beside the automation you wish to update. In the Template popup, click the Notifications tab and update the email recipients to ensure that the right team members receive the CSV reports when the template runs.