Templates are the backbone of Insycle. When you alter settings in any module, you can save them as a template. Templates allow you to create pre-defined processes for fixing common data issues in your CRM.
You can load a template with all your previous configurations at any point in the future, or even schedule it for automation. Templates can also be organized into Recipes, which are a collection of related templates to improve organization.
Every Insycle module runs using templates. A template is a saved set of steps and settings that are executed at the module/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 includes different pre-built Salesforce and HubSpot templates due to variations in the platforms.
For instance, here are some pre-built templates included in the Merge Duplicates module for HubSpot.
Different platforms (like Salesforce, Intercom, Pipedrive, etc.) will have their own templates that do similar things but have different names.
You cannot make changes to a built-in template directly. When you modify a built-in template and save it, a copy is created and given a new name, following the convention, "My [Template Name]."
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, then save it as a new copy.
Since each module works differently, the options and settings that will be saved as part of your template will also differ. 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 go to run the module, you also choose whether to run the operation in Update Mode or Preview Mode. This too becomes part of the template. So if you save your template in Preview Mode, it will forever run in Preview Mode unless you change it on the fly or update the template.
Remember to Save Your Template
After building or editing templates you have to save them for them to be available later. If you do not save them, Insycle will not remember your settings and the template will need to be rebuilt.
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. If you want 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.
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 is the same for built-in templates created by Insycle, and templates 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 opened in other HubSpot databases but cannot be opened with a Salesforce database.
Best Practices for Sharing Templates
When sharing templates,
- It's generally best to stick with templates that use standard fields. If a user tries to open a template that uses custom fields they don't have in their database, the template might not work.
- If you know your organization creates the same custom fields for all your CRM databases, using the Share URL could be a great way to distribute the same template to each database.
- Once you have opened a template that has been shared with you, you can save it into your own Insycle setup by clicking the Save button on the template menu. This saved copy can be customized for your own needs or used for automation.
If you have any trouble finding the right module and template to perform a specific task, you can use the search bar that appears at the top of every screen. This will search across all modules and apps, no matter where you currently are.
You can search Insycle for relevant templates and recipes for your issues and use cases. This includes both built-in templates, as well as custom templates that you and your team create.
To learn more, see Search Templates and Recipes.
When you configure and save a template, whatever review options you choose on the Mode, Notify, and When tabs will be saved too. These will apply whether the template is run manually or automated, unless you change it 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 to maintain 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 to: Always send, Send [only] when errors, or Do not email [ever]. Add the recipients and additional context in the subject or body.
In Preview mode, this Notify step can be a great tool if you just want to send yourself or colleagues a report. In Update mode, the attached CSV acts as a report so you can keep tabs on the changes made.
On the When tab, whether you choose to run the template one time, immediately (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, maybe 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.
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 see all currently scheduled automations. For each automation, you can see if the automation 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 correct module with the template loaded.
To learn more, see Automation and Manual Operations.
The Health Assessment surfaces data quality issues that negatively impact your marketing, sales, and support efforts, and guides you through the process of fixing them.
The Health Assessment uses Insycle templates to track these issues.
When you create custom templates in Insycle, they can be added to your Health Assessment, allowing you to track issues that are unique to your organization.
To add a template to your Health Assessment, navigate to the module page and load the template. On the Template menu, use the shield button to add or remove the template from your Health Assessment. When the button is toggled green, the template is active in the Health Assessment.
To learn more, see the Customer Data Health Assessment article.
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.
Related Help Docs
- Search Templates and Recipes
- Automation & Manual Operations
- Integrate Insycle With HubSpot Workflows
- Customer Data Health Assessment
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