How to Become a Customer Data Wizard Using the Transform Data Tool

How to Fill in One Field with Data from Another

Ensuring that you have the correct data in the right field is important for keeping your data filterable and usable—both for your teams and for integrations. But sometimes, you need to fill in a field based on the values in another field.

The Transform Data module lets you filter data, and use existing data in a field to specify what value should be copied to a new field.

For example, when a contact's Job Title is Chief Executive Officer, you can tell Insycle to write CEO Steve into your Persona field. 

Process Summary

  1. Filter data down to the records that you would like to change.
  2. Map the data within the selected fields.
  3. Set the field to copy data to.
  4. Preview then apply the changes to the CRM records.


Step-by-Step Instructions

This article will walk through the example of looking for contacts with "Marketing Director" or "Marketing Manager" in their Job Title and then assigning them the Persona, "Mary," the marketer persona.

Step 1: Find Contacts with Matching Job Titles 

In the Transform Data module, select the database and Contacts record type in the top menu.

Filter your database down to the records that you would like to update.

Under Step 1, configure the Filter to look in the Job Title field for the values, "Marketing Director" OR, "Marketing Manager." Use the pipe “|” character (located just above the Enter key on your keyboard) to separate the two values. This would look like, “Marketing Director|Marketing Manager.” 

Then add a Filter to exclude any records where the Persona field already contains data.


When you click Search, Insycle will list matching records in the Record Viewer at the bottom of the page. 

Record Viewer

If you make changes to the filter, click the Search button again to refresh the results in the Record Viewer. 

Step 2: Set Up Functions to Copy Data to Another Field

Under Step 2, you give Insycle instructions on what changes to make to the Persona field if the Marketing Director or Marketing Manager values are found in the Job Title field.

Step 2 Map and Copy setup

1. Select the field that contains the value you are looking for from the Field Name dropdown.  

2. Select the Map Function. Learn more about using Map functions

3. In the Existing Text field, enter the value(s) you are looking for. In this example, we're looking for the same values used in the Step 1 Filter, Marketing Director or Marketing Manager.

4. In the New Text field, type the value to be entered in the target field (Mary).

5. Click the plus at the end of the row to add an additional function for this field.

6. Select the Copy Function and tell Insycle where to copy the New Text to in the Target Field. With the Copy function, the New Text value from the source field (Mary) is copied into the target field (Persona) while the original data remains in the Field Name field.

Step 3: Preview Changes and Update CRM Records

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 formatting is working as expected before those changes are pushed to your live database.

Under Step 3, click the Review button, then select Preview in the popup.

Select Preview mode

On the Notify tab, you can select recipients for the email report and add additional context to the message. (Make sure to hit Enter after each email address.)

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) values for each field. Since there was no Persona value to begin with, the Before values in this example are blank.

If the results don't look the way you expected, go back to your filters and functions and try making some adjustments before previewing again.

Review CSV report

Apply Changes to the CRM

If everything in your CSV preview looks correct, return to Insycle and move forward with applying the changes to the live CRM data.

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

On the When tab, you should use Run Now the first time you apply these changes to the CRM.

Apply to CRM, Run Now

Save Templates and Setup Automation to Maintain Formatting

After you've seen the results in the CRM and you are satisfied with how the operation runs, you can save your configuration as a template, and set up automation so this mapping runs on a set schedule. By automating with a template, you'll save time and ensure that your fields are consistently updated on an ongoing basis.

Schedule to Automate

Advanced How-Tos

Using the Move vs Copy Functions

When configuring Step 2, there may be cases where you want to use the Move function instead of Copy.

The Copy function will duplicate data from a specified field into a target field. The data in the source field will remain as is.

With the Move function, the data from the source field is duplicated into the target field. However, the Move function will then clear the data 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 Job Function field is mistakenly being used for the job title, these values can be moved to the Job Title field and removed from Job Function.

Step 2 Move function

Learn more about using the Move or Copy functions.

Adding Additional Fields to the Record Viewer

If you'd like to see additional fields in the Record Viewer, click the Layout tab under Step 1, find the desired field in the right column, and drag it left to the Visible Fields column. Drag-and-drop fields to reorder them in the Visible Fields column. 

Step 1 Layout

Note that adding additional fields to the Record Viewer does not affect what is in the CSV Report.


I don't see all the fields I added to the Layout in the preview CSV report.

The Transform Data preview CSV includes a fixed set of fields: record identifiers, a 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.

Step 1 Export

Frequently Asked Questions

Is it really necessary to filter my data?

Yes. While you can run the Transform Data module without filtering, Insycle will analyze your entire database. This is not advisable, as the operations can take a very long time for a large database. Instead, it is easier to filter your data down into small segments rather than running operations for your entire database.

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