Purging bad and outdated data from your CRM is an important part of a data maintenance strategy.
By clearing fields in bulk with Insycle and removing bad and low-quality data, you can:
- Keep your teams focused on the more important data that you’ve collected
- Improve your ability to search and segment data
- Remove outdated and low-quality data
- Improve personalization
Insycle makes it simple to identify and remove garbage and low-quality data, lifting the accuracy and quality of your database as a whole.
How It Works
Insycle allows you to bulk update and clear value sin the Bulk Operations module. You do this by telling Insycle to bulk update the field to have no data present.
Once updated, changes made to your data will be accessible in the Activity Tracker. You can always download a CSV report of your update, and re-upload the values using the Magical Import module should you need to.
Bulk clearing values from any field is simple with Insycle’s Bulk Operations module.
First, you filter your data down to the records that you would like to update, based on rules. Then, you tell Insycle which fields you would like to clear values from and run the module. With just a few clicks, you've cleared values from a field in bulk.
You can save all settings using Templates. With templates, future bulk value clearing tasks will not need to be reconfigured, saving you time.
Step 1: Define Filter
To clear values 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 — so that we can bulk clear your specified field within that record type. You can do this at the top of the Bulk Operations module screen.
For the example in this article, we will be updating Contacts.
In Step 1, we tell Insycle how to filter your database down to the records that you would like to update.
In this example, we’ll look at a common example that we see often. We'll use the "Clear Role-Based First Name" from the Templates selection dropdown.
Often, companies want to remove role-based emails from records—like firstname.lastname@example.org, email@example.com, or firstname.lastname@example.org. Then, they may use that role as the first name—such as having a first name of "Marketing" or "Info." This template allows us to clear errant first names.
In Step 1, we set our filter which helps us to identify these records.
The filter is simple. We use the "First Name", and use the “Starts With” operation. Then, we define the role-based usernames that we want to delete. The default value looks like:
You can use the pipe key (|), located just above “Enter” key on your keyboard to add additional terms to the filter, as above.
With this filter in place, nearly all relevant role-based first names will be identified by the filter. By clicking the yellow “Search” button in Step 1, we’ll be able to preview the contacts identified using this filter.
You can edit the fields that are visible in the Record Viewer by using the Layout tab in Step 1.
When you make changes to the filter, you will need to click the Search button again to reload this preview.
Step 2: Configure Bulk Clear
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 first name field, and tell Insycle to update existing data with a New Value that is blank. This field does not and should not contain any whitespace.
This replaces existing role-based first names with a blank field, clearing the data.
Then, Insycle tells you what type of field this is in the Field Meta. This is an informational addition because some different field types, such as picklists, have their own considerations.
You can also add additional field updates here using the Field Button. For example, you might want to remove the role-based first names, and assign them to a person that will examine these records and update them.
Step 3: Preview or Update
Now, with our filter and update action in place, we can run the bulk operation to clear the First Name field from 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.
A popup will appear. Here, in Stage 1: Mode, we can select the Preview Mode or Update Mode,
Preview Mode runs to process and makes the changes reviewable in a CSV file, but does not update your live CRM database.
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.
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.
When you select the Run Now tab, you are choosing to run the field update operation one time, immediately. You can run it on selected records, 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. 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.
You can view all scheduled automations on the “Automations” page on your dashboard.
Frequently Asked Questions
Can I restore values once they have been cleared?
Not automatically. But Insycle generates a CSV detailing all changes, showing you relevant data before and after the update. You can use this CSV file to re-import the data back into your database.
How do I tell Insycle to delete data in a field?
Using the Update tab, select the field that you would like to update, and leave the New Text input blank.
Preview Changes Before They Go Live
With Insycle, you can always preview the changes that you are making to your data before those changes are pushed to your live database. When you run modules in Insycle, you have the option of choosing between Preview Mode and Update Mode once you click the button.
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.
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.
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