How to Collaboratively Manage Data across Your Organization
Data maintenance and analysis is often a team effort. Between all of your fields, with dozens of potential error types in each field, across every record in your database, data fixes and updates are usually too much for a single person to handle.
Often, data collaboration isn't limited to a single department either. Every person who interacts with your CRM data has specific use cases, priorities, and fields that they use. This means that each department has its own priorities for data maintenance. Making collaboration simple is critical to ensuring that these tasks are completed.
Insycle makes it easy for teams to manage and collaborate on their data maintenance, updates, and analysis tasks.
With Insycle your teams can:
- Add unlimited team members to your Insycle account at no extra cost.
- Share direct links to templates in any module.
- Share data reports with anyone, whether an Insycle user, colleague, or third party.
- Configure automation so reports run and are shared automatically on a regular basis.
Insycle has no limits on the number of users that can be added to an account. You can invite a new user to join Insycle and expand your team on-demand, as needed. Plan pricing is tied to the number of records in your database, not the number of users that you invite.
Inviting team members through Insycle is simple.
First, navigate to the Settings > Users page, in the left navigation. There you will find a list and information for all active Insycle users on your account.
To invite new team members to Insycle, click the Invite Team button.
In the Invite popup, select individual users from your connected CRM account. To invite a user, they must already be added to your CRM.
Once added, you can set their individual permissions and they will receive a Welcome email from Insycle.
Insycle uses Single Sign-On and plans are tied to the underlying app account, which Insycle uses to identify new users of your account. Your team will use their CRM account to log in to Insycle, just like you might use your Google account to log in to various websites.
For example, for Salesforce, all users that belong to the same organization ID are part of the same plan. HubSpot works the same way based on the portal ID, as do other platforms.
To learn about connecting more apps to Insycle, check out the Add and Remove Accounts Data article.
Templates are the fuel that powers Insycle, driving every data maintenance task that you need to handle. Share any template in any module just by copying and pasting the URL from your address bar.
Select a template or create a new one in a module.
Copy the URL from the URL bar of your browser, and share it with other Insycle users in your organization.
When clicked by another Insycle user, the URL will load the template automatically in the appropriate module.
This is helpful for sharing critical data maintenance templates with team members and training team members on your data management processes.
Reports are essential for sharing CRM data among your teams, delivering data to vendors, importing data into other applications, or analyzing records. This can help you keep an eye on specific subsets of your data (for example, deals above a certain size), or filter your data down for analysis or manual data updates (for example, exporting records that do not have a first name for data updates).
When you run a module, you have the ability to share the generated report with any email address that you choose, whether they are an Insycle user, a member of your organization, or an outside third-party contributor.
The export and share features are available in the Merge Duplicates, Bulk Operations, Transform Data, Grid Edit, and Data Validation modules. Options vary a bit between modules, but each provides three steps for sharing your report.
First, set up the module to surface records you want to work with, and potential changes you want to make.
Sharing from the Merge Duplicates and Bulk Operations Modules
In the Merge Duplicates or Bulk Operations modules, you can export your data one time immediately, or set up automated exports. You can use Preview mode to generate a CSV without making changes to your CRM.
Under the Review step, click the Review button, then select Preview mode 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). This can be any email address, not just Insycle users or others in your organization. Tailor the subject line so it is meaningful to the recipients, and add additional context or instructions to the message. The CSV export will be attached to the email whenever it is generated and delivered to the emails you provided.
Sharing from the Transform Data, Grid Edit, or Data Validation Modules
In the Transform Data, Grid Edit, or Data Validation modules, you can export your data one time, immediately or set up automated exports.
Click the Export button.
In the Export popup, select New File and click Next.
On the Email tab, add any additional recipients who should receive the CSV (and make sure to hit Enter after each address). Tailor the subject line so it is meaningful to the recipients, and add additional context or instructions to the message. The CSV export will be attached to the email whenever it is generated and delivered to the emails you provided.
After following the Export/Review steps and setting up the email, you can configure an export to run right now.
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.
With easily shared reports, you can always keep the right people in the loop.
Once you have the module configured, you can set up automation so your report runs and is shared on a set schedule.
First, save your settings as a template. Return to the Template menu at the top of the page and click the + to give the new template an informative name and then click the Save button.
Then you can schedule your export.
Click the Export/Review button.
Set the Output or Mode option, then on the Notify tab, add any additional recipients who should receive the CSV. Provide additional context in the message subject or body.
On the When tab, select Automate, and set the frequency you'd like to share the report. When finished, click Schedule.
With automated exports in place, you can ensure the correct members of your team receive the data that they need, exactly when they need it, cutting out manual management processes.
The Activity Tracker lets you review all changes made through Insycle. At any time you can download a CSV that provides a complete audit trail for the operation and affected records.
Every operation performed in Insycle has a unique identifier called the Run ID. Clicking that Run ID downloads a CSV file that lets you see all of the changes that were made as part of that process.
By sharing the Run ID you can collaborate with your team—referencing a specific set of data updates to review. To review a report from a Run ID, navigate to the Activity Tracker, then paste the Run ID in the Filter field.
Learn more about Activity Tracker: Audit Trail and History.
Related Help Articles
- Export Data on a Recurring Basis
- Add and Remove Accounts Data
- Invite Your Team To Use Insycle
- Activity Tracker: Audit Trail and History
Related Blog Articles