Bulk assign owners CRM data

 

Staying on top of ownership assignment in your CRM ensures that you are appropriately served by your sales or customer support teams.

Insycle can help you to assign owners to contacts in bulk to help you to:

  • Better organize your sales initiatives and times
  • Easily onboard new members of your sales team
  • Catch contacts with un-assigned owners

Let's look at how Insycle makes assigning owners based on rules exceptionally simple.

How It Works

With Insycle, bulk assigning owners to contacts is simple.

Insycle allows you to select the "Owner" field, then directly select the owner to update your records with. You can use advanced rules to select records that meet specifications using any record in your database.

Summary

First, we define some simple rules for filtering records down to those that we want to assign. For instance, you might want to assign contacts from a specific state, zip code, or country to a specific owner. Then, we choose which owner we would like to update those selected contacts with.

You can save all settings using Templates. With templates, future bulk owner assignments will not need to be reconfigured, saving you time on all future updates.

Step 1: Define Filter

To assign owners to contacts in bulk, we will use the Bulk Operations Module. Navigate there.

First, we have to select the record type—contacts, companies, deals, or comparable record type in your CRM. You can select this from the white strip menu at the top of the Bulk Operations module. There, you’ll see the name of the module (Bulk Operations), your integrated CRM account (demo.insycle.com), and your chosen record type (Companies).

contacts

 

Then we navigate down to the “Step 1: Define filter, then click Search” section. This is where we tell Insycle how to filter your database down to the records that you would like to update.

For example, you might want to assign a specific owner to contacts in a specific location. You could use fields like State or Zip Code to do this.

We’ll use State in our example. In Step 1, we set our filter.

filter

 

The filter is simple. We are filtering our entire database down to only those contacts that currently:

  • Do not have an owner
  • Are located in the state of California

You could also re-assign existing contacts by removing the “Contact owner doesn’t exist” filter.

With this filter in place, we have a list of contacts that meet those specifications. By clicking the yellow Search button in Step 1, we’ll be able to preview the contacts identified using this filter.

Record Viewer

 

When you make changes to the filter, you will need to click the Search button again to reload this preview.

Alternatively, you can use the “|” key, located just above “Enter” key to add additional terms to the filter. For instance, we could put “Software|Computer Software” (Read as Software OR Computer Software) to catch more contacts.

filter

 

Step 2: Configure Updates for Owners

In Step 2, we want to make sure that we are working from the first tab, “Update.” Here, we tell Insycle what to update the field that we have filtered with.

For our example, we will select the Contact Owner field.

action

 

In the New Value input, you put the new owner that you would like to update your selected records with.

Because the “Contact owner” field is a multi-selection picklist, a dropdown will appear when you click on the “New Value” field.

dropdown select

 

Then, Insycle tells you what type of field this is in the Field Meta. This is an informational addition because some different field types have their own considerations. This is a “Reference” field because the “Contact owner” field refers to another record in the database.

field meta

 

You can also add additional field updates here using the Field Button. For example, you could update the Lifecycle stage of the contacts whose owner you are changing.

choose an action

 

Step 3: Preview or Update

Now, with our filter and update action in place, we can run the Bulk Operations module to update our selected records.

When running the Bulk Operations module, especially the first time, it is a good idea to run in Preview Mode.

This allows you to view the changes to the data in a CSV file before the updates are pushed to your database. Here, you can check to make sure that everything is working as expected and make any necessary changes before pushing the updates to your live database.

You can do this by clicking the Review Button in Step 3.

preview

 

A popup will appear. Here, in Stage 1: Mode, we can select Preview Mode or Update Mode.

bulk update

 

If you choose Update mode, the data changes will go live in your CRM when the operation is processed.

Then click the “Next” button.

In Step 2 of the “Review” process, you can choose where you send the generated report. Your email will automatically be added to the list but can add other co-workers and colleagues that you are collaborating with here.

email report

 

Once finished, click the “Next” button.

In Step 3, you can choose whether you would like this operation to run one time, or continuously.

There are two tabs on this screen—Automate and Run Now.

bulk update

 

When you select the Run Now tab, you are choosing to run the field update operation one time, immediately.

run now

 

Here, you can choose the number of records that you would like to update with a new owner. You can run it only on the records that you have selected in the previous step using the checkboxes next to their names, on a small chunk, or on all of the fields that met the criteria.

Alternatively, you can schedule this module to run on a set, recurring basis in the Automate tab.

automate or run now

 

Here, you can choose to schedule this operation to run hourly, daily, weekly, or monthly. When scheduled, the module will automatically run on your desired schedule and email the reports after it has run.

This way, contacts from the selected regions are always updated with your intended owner.

You can view all scheduled automations on the “Automations” page on your dashboard.

automations

 

Frequently Asked Questions

Can I bulk assign owners based on rules?

Yes, In Step 1, you can filter down to the records that you would like to update. For example, you could assign owners to contacts or accounts located in a specific state, or at a specific lifecycle stage.

Can I undo a bulk assign?

No. But in the Activity Tracker, Insycle produces a CSV that shows the before-and-after for bulk updates. You can use this CSV to re-import the data you changed should the need arise.

Preview Changes Before They Go Live

With Insycle, you can always preview changes before they go live. Insycle allows you to run any module in Preview mode, where you can download a CSV file and inspect the changes, before pushing them live to your database.

Audit Trail and History

The Activity Tracker lets you review all changes made through Insycle. At any time you can download a CSV report of the operation and records affected.

Automation

You can set up ongoing data maintenance automation with Insycle on the module level, using Recipes, or integrating with Workflows. You can view all scheduled automations on the “Automations” page on your dashboard.

Additional Resources

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