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. 

This article walks through updating the Persona field based on what is in the Job Title field, but you can use any fields and values in your database.

Process Summary

  1. Filter data down to the records that you would like to change.
  2. Specify the field value to look for and the value to output when found.
  3. Set the field to write the output value to.
  4. Preview then apply the changes to the CRM records.


Step-by-Step Instructions

Step 1: Find Contacts with Specific Job Titles 

Navigate to Data Management > Transform Data, then 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 value, "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: Values Function. Learn more about using other 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 Marketer).
  5. Click the plus at the end of the row to add an additional function for this field.
  6. Select the Copy: Value Function and tell Insycle where to copy the New Text to in the Target Field. This will take the New Text value from the previous step (Mary Marketer) and copy it into the target field (Persona) while the original data (Job Title) remains untouched.
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 emailed 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 (you could do All, but if you have a large number of records, you may just want to do a chunk for your preview), then click the Run Now button.

Open the CSV file from your email in a spreadsheet application and review the (Before) and (After) columns. Since we filtered out contacts that already had a Persona value, the Before values in this example are blank.

If the results don't look the way you expected, go back to your filters in Step 1 and functions in Step 2 and try making some adjustments, then preview 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. If you have a large number of records, you may want to do a smaller batch to review the results in your CRM.

Apply to CRM, Run Now

Save Templates and Set Up Automation

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.

Advanced How-Tos

Using the Move vs Copy Functions

When configuring Step 2, there may be cases where you want to move a value instead of copy.

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

With the Copy: 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.

Combining More than One Function

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 “,” you just want to keep the main domain value, “":


  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.

Exporting Filtered Data, One-Time or Automatically

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.

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.


Not Seeing Fields Added to Layout in CSV Report

The Transform Data preview CSV from Step 3 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. For more detail, see the Advanced How-Tos above.

Step 1 Export

Frequently Asked Questions

Should I build a separate template for each field I want to format?

Yes. It is best practice to build separate templates for formatting each specific field. This helps you to keep things organized and troubleshoot issues if they arise. If you wind up with several, related templates you'd like to automatically run together, you can create a Recipe.

Why do I need to filter my data?

While you can run the Transform Data module without a filter, Insycle will analyze your entire database. This is not advisable, as the operations can take a very long time for large databases. Instead, it is more efficient and manageable to filter your data down into small segments and use multiple templates rather than running operations for your entire database.

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