Being able to effectively filter, group, analyze, and report on your CRM data is critical for decision-making across your whole organization.
Insycle makes it easy to drill down into your data to understand what you have in each field, analyze it, and share reports with others in your organization. Using Insycle, you can explore field values and unearth important stats, generate automated exports for important data segments, and drill down into individual records to gain additional context.
Which Module to Use When
Use the Grid Edit module to filter data and export critical segments, either one-time or automatically on an ongoing basis.
Use the Group & Update module to analyze the underlying data in each of your fields on both the segment and individual record level.
Filter and Export Data in Grid Edit, Automatically
The Grid Edit module makes it simple to slice, dice, and filter your data—then export it once or on a recurring set schedule.
- Filter your records to a specific segment
- Export (one-time or automatically on a schedule)
Step 1: Filter Your Data
Filtering and exporting data is handled in the Grid Edit module. Navigate there.
In Step 1, you filter our database down to only those records that you would like to analyze and report on.
You can use any CRM field to filter your data here. We'll start by looking for records that do not have data in the First Name field.
This is what our filter looks like:
Click the "Search" button and contacts that match your filter will appear in the Record Viewer.
Additionally, you have the ability to choose what fields will be visible for each record that matches your criteria. Select the "Layout" tab.
Here, you can add or remove fields from the Grid Edit module.
With your filter set, a preview of the fields that match this filter will be generated at the bottom of the screen. This allows you to dig deeper into each field to better understand the data that it contains.
Here, you can view and select individual records for export using the checkbox next to the record.
Step 2: Export
Once you have your data filtered in the way that you would like, you can then export the data by clicking the Export button.
You'll be directed to a screen asking whether you want the export in a new file or an existing file. Most often, you'll want to choose New File.
Click Next, and you'll be taken to the Email screen. Here, you can add recipients for the export and provide additional context in your message.
Last, you can choose "Run Now" or "Automate." If you choose the "Run Now" tab, your data will be exported one time, immediately. If you choose automate, you can set a regular set schedule for the export to be run and the report emailed to you.
Here, you can choose for the export to run on an hourly, daily, weekly, or monthly schedule and be emailed to the correct people inside or outside of your organization.
Group and Analyze Field Values in Group & Update
The Group & Update module makes it simple to gain a solid understanding of the data contained in each field.
- Pick a Field to Group By
- Analyze underlying data in that field
Step 1: Pick a Field to Group By
Select the Group & Update module from the main navigation menu on the lefthand side of your screen.
Then, in Step 1, we tell Insycle what field we would like to group by and analyze. In our example, we'll be grouping and analyzing the Industry field.
Once your field is selected, click the Analyze button. A preview of your data will be generated at the bottom of the screen in the Record Viewer.
This provides you with all of the values contained within this particular field, along with a count of how many times each appears. In the above example, we can see that the most common Industry among our contacts is Home Services.
If you select one of the checkboxes next to a value, you can drill down into the individual records contained within that bucket for additional context and analysis. The individual records will appear in a second Record Viewer, just beneath your field values.
It is also important to note that you are not limited to grouping and analyzing by just one field. You can use multiple fields.
You can group by additional fields by clicking the Add Field button, then click the Analyze button to see the results in the Record Viewer, which will group records based on multiple fields.
Here is what the results would look like if we group by both Industry and State.
Additionally, for integer and number-based fields, you will receive additional metrics. For example, if we were to group by Deal Owner and Deal Amount, you receive additional information such as the minimum, maximum, average, and total deal amounts generated by each Deal Owner.
As with a single field, you can select the checkboxes here to drill down into the individual records contained within each bucket.
You can edit the fields that show in the Record Viewer in the Layout tab of Step 1.
Use the Group & Update module to group and explore any field in your database and gain a better understanding of your data.
Related Blog Articles
- Customer Data Management: 6 Reasons for Day-to-Day Data Collaboration
- Sharing CRM Data: Why Exporting is Painful and How to Automate It
- Why Effective Customer Segmentation is Critical for Driving Growth
- 5 Steps for CRM Data Standardization
- The Complete Guide to Bulk Updating CRM Data Without Using Excel
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