Import New Records or Update From CSV

Select the CSV File for Import

Navigate to Data Management > Magical Import. Select the database and the record type in the top menu. Then choose the CSV file that you would like to import.

Uploading a file into Insycle does not automatically import it into the CRM. Instead, you can prepare the data in a variety of ways before actually importing it into the CRM.

The Preview panel will open and load the CSV rows, with a column for each field. Initially, you may see warning icons next to columns that don't exactly match field names in your CRM database.

Select a Template

Explore the templates to see if there's already something set up for your particular import task.

Magical Import templates load configurations that will affect the Data Mapping, Preparation, Validation, and Operations settings. When settings are loaded from a template, a blue number indicates where settings are applied.

AI-Powered Automatic Mapping

If you have AI enabled for your selected object type (with at least "Meta" level access configured in your AI settings), Insycle will automatically use AI to analyze your CSV column names and suggest appropriate CRM field mappings and matching criteria. This process happens in the background after your CSV loads.

The AI only accesses metadata such as column names and field labels—no actual record data is shared with AI service providers during this mapping process.

Review and Adjust Field Mappings

If AI is enabled, the Data Mapping section will automatically expand after processing your CSV. If AI is not enabled, click the Data Mapping heading to expand the section manually.

Insycle automatically detects the matching CRM fields and maps them for you. The second row shows the mapped CRM field names.

If your CSV contains fields that are not matched to your CRM, a red warning icon will show at the top of the column. These unmapped fields must be manually mapped by clicking the Not Mapped dropdown and selecting the corresponding CRM field. If they remain unmapped, they will not be imported.

To remove columns from the import, hover over the name and click the “X”.

If there are issues with any row data, a red warning icon will be displayed on the left side of the row. When you hover over the icon, an explanation of the error will be displayed. Records with errors will not be imported. Learn about various issues in the Troubleshooting section below.

Specify How to Use the Values for Each Column

Next, tell Insycle how to use the data on a field-by-field basis by selecting the Import Mode in the third row of the table.

There are four Import Modes:

• Update: Import CSV values into your CRM, overwriting existing CRM values (will skip empty CSV values).
• Fill: Import CSV values only when there is no existing value in CRM (will not overwrite existing CRM values).
• Overwrite: Import CSV values, including empty CSV values, into your CRM (will overwrite existing CRM values).
• Append: Add CSV values to existing values in your CRM. For example, append notes from a CSV to existing notes, or add values on multi-select fields (checkboxes or picklists).

Review and Confirm Fields for Matching CSV Rows to CRM Records

If AI is enabled, it will suggest Matching Criteria based on your CSV columns and CRM fields. Review these suggestions, as Matching Criteria determine how Insycle compares your CSV data with CRM records to find matches.

Matching Criteria are unique identifiers like email, phone, address, or ID number, which typically belong to one entity. For example, a different person shouldn't have Maria Smith's email or ID in their record. If a record matches any of these fields, it's recognized as Maria Smith.

You can modify AI suggestions or select the Matching Field manually. Multiple matching rules can be set and evaluated in order from top to bottom, allowing multi-criteria matching.

Under Data Preparation, you can make bulk changes to the CSV data or filter out rows before uploading it to your CRM. The options selected and applied here will be reflected in the table view of the data in the Preview, rather than being directly applied to your database.

Select the Column Name from the CSV file.

Select a Function for the column, telling Insycle how the data should be formatted when imported. For a complete list of functions with descriptions, refer to the Function Catalog.

In the below example, the settings will do three things:

1. Apply title case to the first and last names
2. Apply title case to the account name
3. Format the mobile phone number to the E.164 international standard

Click the Apply button to view the changes in the Preview. You must apply these updates before importing.

You can also make changes to values directly in the Preview. Hover over a value and click the pencil icon.

Use Data Validation to filter out records that don't meet your quality standards, or to target a segment before importing them into your CRM. This feature helps ensure only clean, properly formatted data enters your system.

To set up data validation rules:

Click the Data Validation heading to expand the section.

Configure your validation criteria:

• Select one or more fields from the Column Name(s) dropdown
• Choose Include or Exclude from the Type dropdown:
  • Include: Only import rows that match this rule
  • Exclude: Skip rows that match this rule during import
• Set the Condition that values must meet (such as "Contains text" or "Contains digits")
• Enter any other text or parameters, if applicable

To add multiple rules, click Add Rule. Records must meet all validation criteria to pass—there is no prioritization of rules.

Click Apply to refresh the Preview with your validation rules applied.

After applying validation rules, the Preview will update to show which records will be excluded. Any rows that don't meet your criteria will display a warning icon. Hover over the icon to see specific details about why the record will be excluded.

  Data validation rules apply to the Preview data rather than the CRM database or CSV file. If you've modified data using Data Preparation or other bulk updates, the validation rules will check against those updated values in the Preview.

Use Data Operations to modify records in your CRM, whether by updating values on existing records or creating relationships between the CSV and CRM records. 

Click the Data Operations heading to expand the section.

Make Bulk Changes to a Field 

On the Bulk Update tab, you can add a value to CRM fields even if you don't have the field in the CSV. This will add the same value for all of the imported records.

Associate/Link Imported Rows to Records in Your CRM

The Associate tab (which may be called the Link tab, depending on your CRM's naming convention) allows you to create relationships between CSV records and existing records in your database during import. 

Learn more about creating relationships when importing.

Select CSV Rows for the Operation

By default, Insycle will perform your chosen action on all of your CSV data. If you only want to process a few records, return to the table under Preview and check the boxes beside the selected records. Leave the checkboxes blank to import all of the records.

Configure the Import

At the bottom of the page, under Action to take with the CSV, on the Import tab, select the Records Mode to instruct Insycle on how to handle the imported data during the import process.

• Update existing and create net new – If Insycle is unable to find a corresponding record, a new record will be created in your CRM.
• Only update existing – If a corresponding record is found, it will be updated with the data from your CSV import. Records that are not matched with an existing CRM record will not be imported.
• Only create net new – Only records that can not be matched with an existing record in your database will be imported. Records that already exist in your CRM will not be updated.

When you click the Import [X] Records button, you'll be prompted to confirm.

Optionally, Add Records to Lists (HubSpot Only)

When importing HubSpot contacts, the Add to List setting will appear. From here, you can add the imported contacts to a new or existing list.

Type to search existing lists in HubSpot or use the button to Create a new list. If you select an existing list, the Show link will let you open it in HubSpot for a preview.

Optionally, Add Records to Campaigns (Salesforce Only)

When importing Salesforce contacts or leads, the Add to Campaign setting will appear. From here, you can add the imported data to an existing campaign from Salesforce.

Type to search campaigns and make a selection, then select the Campaign Member Status. Use the Show link to open the campaign in Salesforce for a preview.

After the import runs, the Import Result breaks down the import information—how many records you tried to import and how many succeeded, failed, were updated, deleted, or unmodified. Click the Run ID to open a CSV report. Insycle will also send a CSV report of these changes to your email. 

Open the CSV file, and review the Result column to see how each row of your import was handled.

The Result column may show:

• Created - A new record was created in your CRM
• Updated - An existing record was found and updated with data from the CSV
• Failed - If there is an issue, the Message field will give you details so you can troubleshoot

You can also see the (Before) and (After Update) values side-by-side for each field in your import.

If you see any "Failed" Results, review the Message to understand the issue and determine steps to resolve. You can also revisit any warnings shown in the Preview.

After you've reviewed the results in the CRM and are satisfied with how the operation runs, you can save all the configurations as a template to reproduce the same import and format operation in the future.

With a template, all your settings are stored, including field mapping, cleanup and standardization, validation, and more, so you will have minimal work for future imports. This can also provide consistency when several team members are responsible for data tasks.

Return to the Template menu at the top of the page and click the disk icon to save this as a new template, making sure to give it an informative name.

Insycle uses Matching Criteria to compare the CSV with your CRM data and identify existing records for the same entity. Matching Criteria are rules based on unique identifiers that typically belong to only one entity, such as:

• Email address
• Company domain (for business records)
• Phone number
• ID number
• Street address

Note that when using an email field, Insycle will automatically cross-reference any additional email fields in the records for a match. If using a domain field, Insycle will check additional domain fields. 

You can set multiple matching rules that are evaluated in order from top to bottom. This allows you to find matches based on multiple criteria in a single step. 

For example, you could use the following criteria to match contact records:

1. Email address
2. First Name + Last Name + Company Name
3. First Name + Last Name + Phone Number

Insycle attempts to match each CSV record using the first rule. If no match is found, it proceeds to the next rule, continuing until either a match is found or all rules are exhausted (in which case the CSV record is considered new or unique).

For best results, place your most precise matching criteria at the top of your rule list. Additionally, keep in mind that while names can be included as part of the matching criteria, they should be used in conjunction with other identifiers, as multiple individuals may have the same name.

If you rely on URLs to match imported data with records in your CRM, the formatting of those values can be key. Perhaps the data in your CRM is inconsistent, with different representatives entering URLs differently, or maybe website addresses are formatted differently in an external data source.

For example:

• https://www.acme.com
• http://acme.com
• acme.com
• www.acme.com

When importing, a CSV with varied URL formats might look like this:

Insycle lets you to easily clean and format values from a CSV file before importing them. All the cleanup happens on the Insycle side, ensuring the import contains standardized data.

By using the Functions under Data Preparation, you can make bulk changes to the CSV data before it is uploaded. The options selected and applied here will be reflected in the Preview, rather than being directly applied in your CRM.

To eliminate format variants, you can isolate the second-level domain. Under Data Preparation, select the website or URL column, then select the Extract: Domain from URL function. This will retain only the second-level and top-level domains (acme.com). If you need to take it a step further and remove the top-level domain (keeping "acme"), add a second function to the column: Remove Top-level Domain.

Click Apply, then review the changes to the column data in the Preview to verify that the column data matches the needed format. In this example, the domain has been extracted from the URL, leaving only the second-level and top-level domains. These are the values that will be imported into your CRM.

Learn more about cleaning data before importing it into your CRM versus after.

You can use the Data Validation feature to limit the rows from your CSV that are imported based on the criteria you set. You might use this to import in segments that are handled differently or to exclude unwanted rows.

For example, if your CSV contains data from different countries but you want to import only records related to Poland, add a validation rule to check if the Country field contains "Poland."

When you click Apply, the Preview will update to show which records will be excluded. Any rows that don't meet your validation criteria will display a warning icon.

When date values are detected in a CSV, Insycle determines the format being used and makes the values consistent during import. 

Insycle will recognize the following date formats, all of which will work with or without the - or / symbols:

1. Date time with timezone: 2018-07-19T23:25:45.671-0400
2. Date time in UTC timezone: 2018-07-19T10:15:30Z 
3. YYYY-MM-DD HH:MM:SS
4. Date (YYYY-MM-DD): 2018-07-19 or 2018/07/09
5. Date (M-D-YYYY): 07-19-2018 or 7/19/2018

You can override this automatic standardizing under Data Mapping using the Date Format tab. This allows you to reformat dates before importing the data into your CRM.

Learn more about reformatting dates before importing data into your CRM.

If AI is enabled for your object type, many warning icons may automatically disappear after the initial CSV processing. Remaining warning icons indicate issues that still need your attention.

If there are issues with a CSV row, a red warning icon will appear at the left end of the row and next to the relevant field in the Preview. Rows with errors will not be imported.

To learn what the problem is and determine steps to resolve it, hover over the red exclamation mark—an explanation of the error will display.

Several common reasons for the warning icon include:

• Your validation rules
• Several records match your criteria
• Invalid picklist values
• Invalid reference values
• Unmapped columns

Your validation rules. A row will show warnings and be excluded from the operation based on your validation rules. The warning info will list which rules apply to the row.

There are several records in your CRM that match. If multiple records have the same Matching Criteria, Insysle identifies these as matching records in your CRM.

If there should be only one record with this value, you may need to first merge duplicates and then try importing again.

If there are legitimate reasons for a Matching Field value to exist in more than one record, try adding additional Matching Criteria to make it more specific.

Invalid reference values. If a column is mapped to a CRM field that references other data, such as owners or associated record IDs, and no match is found, an error will appear.

Invalid picklist values. If a CRM field includes dropdown options and the data in your CSV does not match, you'll see an "Invalid picklist value" error. This value needs to be changed to match the dropdown options in your CRM.

To quickly fix the import data directly in the Preview, hover over a value and click the pencil icon.

Once you've selected your Matching Criteria, filter options will become available in the Preview. You can use the Show Only Warning Rows filter to view only rows with warnings.

If AI is not providing mapping suggestions or the suggestions don't make sense, check the following:

• AI settings are enabled: Navigate to Settings > AI and ensure that at least "Meta" level access is enabled for your selected object type.
• Column naming: AI works best when CSV column names are descriptive and similar to your CRM field names. Generic names like "Column1" or "Data" may not generate good suggestions.
• Template conflicts: If you selected a template after AI processing, template settings override AI suggestions. Try clearing the template to see AI suggestions, or select the template first.

If AI is enabled but not working as expected, you can always map fields manually using the dropdown selections.

Even when using AI tools, it is normal that some fields are not automatically mapped. AI mapping works best when:

• Column names are descriptive: Fields like "email," "phone," or "company" are easily recognized
• Names match CRM conventions: CSV columns that closely match your CRM field names will map more reliably
• Data types are clear: Ambiguous column names or custom fields may require manual mapping

For any remaining unmapped fields (those still showing warning icons), manually select the appropriate CRM field from the Not Mapped dropdown.

If a record in your CSV is not being matched to a CRM record and you know that it should be, there are several potential causes:

1. The Matching Criteria you chose does not match between the CSV and CRM

   Insycle relies on your Matching Field selection to compare your CSV with your CRM data. If Insycle cannot find matches between the two sources, you might need to choose a more reliable but unique field.

   Review the data in your CRM using the Grid Edit module, adding columns to the layout to explore the fields and values. Then, compare this with the columns and values in your CSV to identify a reliable yet unique field that matches both sources. 

2. You are using too many fields in the Matching Criteria rule

   You can select more than one field in each Matching Criteria rule; however, ALL of the fields must match, not just one or some of them. If you include five fields and four of them match, but one doesn't, Insycle will not consider the rule a match.

   Typically, it is best to use a single field for your first Matching Criteria to improve the likelihood of finding existing records in your CRM. You can then add additional rules to match multiple fields.

   

3. Your Matching Criteria is too broad

   If you're using a field that is not truly unique as Matching Criteria, it's likely that Insycle won't be able to identify one single record as a match. For instance, there could be many people with the first name "John" in your CRM. This is why uniqueness is key.

   When selecting your Matching Criteria, make sure it is truly a "unique identifier." These are data points that would only belong to a single record, such as email address, phone number, street address, or ID number. For companies, it could also be company name or company domain.

   

4. There is a syncing issue

   To refresh the data in Insycle, navigate to Settings > Sync Status, and next to the account name, click the Sync changes from last day button (lightning bolt icon).

   

   Alternatively, you could log out of Insycle and then log back in.

   For help re-syncing a specific field, contact support.

If you have set up formatting or standardization functions under Data Preparation but aren't seeing those changes reflected after importing your data, make sure that you click the Apply button.

You must Apply these updates to your CSV data before importing it into your CRM. You will see these changes reflected in the Preview.

Yes, Insycle will automatically map fields it can identify. However, if it cannot determine what a field should map to, a warning icon will appear under Data Mapping, and the CRM field dropdown will display "Not Mapped." Select the appropriate CRM field to ensure the field is included in the import.

AI mapping provides an excellent starting point and can correctly identify most standard fields when CSV column names are descriptive. However, you should always review AI suggestions because:

• Custom fields or unique naming conventions may not be recognized
• Similar field names might map to unexpected CRM fields
• Your specific business requirements may need different field mappings
• Matching criteria suggestions should be validated against your data quality

Think of AI mapping as a time-saving assistant that handles the obvious mappings, so you can focus on complex or custom fields that need human judgment.

Yes, you can disable AI features by navigating to Settings > AI and turning off the toggles for the object types where you don't want AI assistance. You need Admin or Owner Insycle permissions to change these settings.

When AI is disabled, you'll manually map all CSV columns to CRM fields and set your Matching Criteria.

You can also use a hybrid approach: enable AI for initial suggestions, then manually review and adjust mapping for each column to maintain full control while benefiting from AI's time-saving capabilities.

Yes, you can easily add to existing data using the Fill or Append Import Modes under Data Mapping.

• Fill: Import CSV values only when there is no existing value in CRM (will not overwrite existing CRM values).
• Append: Add CSV values to existing values in your CRM. For example, append notes from a CSV to existing notes or add values on multi-select fields (checkboxes or picklists).

Yes, Insycle provides many tools that can clean, format, and standardize data from your CSV before it's imported into your database. The options selected and applied here will be reflected in the Preview rather than being applied directly in your CRM.

Under Data Preparation, you can select columns and apply formatting and transformation changes to the field data. These are the same functions found in the Transform Data module, which you can learn more about in the Function Catalog.

Yes, Insycle allows you to associate records when importing data from a CSV file under Data Operations using the Associate or Link tab (the tab label may vary, depending on the CRM terminology).

Learn more about associating records while importing from a CSV.

Yes, Insycle allows you to compare the CSV to existing data in your CRM records. The Compare (Preview) tab in the final step provides a simple CSV report that shows the values from your original CSV alongside the values currently in your CRM.

To learn more, see the Compare CSV Data to Existing Records In Your CRM article.

Yes, the Magical Import module can handle up to 100k rows for each CSV import. Keep in mind that the more rows and fields you have in your CSV, the slower the import process will be. If you encounter any issues, try breaking the CSV file into segments and removing any unnecessary fields.