Import Data with Saved Field Mapping Settings and Clean Data Before Importing

Your team is spending valuable time in Excel cleaning and standardizing your data before importing it to your CRM, but some details are being missed and the formatting is often inconsistent from one import to the next. You've also found some duplicates are being created in your CRM. Though the CRM has a built-in import tool, the features are limited and don't offer much help.

Insycle's Magical Import module allows you to import data flexibly and consistently. You can explore the data, map fields, deduplicate, cleanse, and standardize data before anything gets imported into your CRM. Templates ensure that repetitive imports are consistent, whether it's the same user or different team members.

Process Summary

  1. Select the CSV file.
  2. Map the CSV columns to the CRM fields, and set the import mode for each.
  3. Select the unique identifier field, and choose an action to take.
  4. Optionally, specify how to prepare and modify your data before importing.
  5. Select records and Import your data. 

Step-by-Step Instructions

Step 1: Select the File, Map Columns, & Set Import Mode

Select the CSV File for Import

Select the Magical Import module from the left navigation, then select the database and the record type in the top menu.

Choose the CSV file that you would like to import. Uploading a file into Insycle does not import it to the CRM right away, instead, you can prepare the data in a variety of ways before actually importing it to the CRM.

choose csv file

Map CSV Columns to CRM Fields

After uploading your CSV data, Insycle analyzes your file and compares the columns in the file to fields in your CRM database.

A column is included for each field in the CSV, with the CSV column header appearing as the top row. Then, 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 exclamation point error notification will show.

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These "Not Mapped" fields need to be mapped manually by clicking the picklist and finding the appropriate CRM field. If they remain unmapped they will not be imported. You can leave those columns unmapped, or click the “X” next to the column when you hover over it to remove it from the list.

Set the Import Mode for Each Column

With all relevant fields mapped, you tell Insycle how to use the data on a field-by-field basis by selecting the Import Mode, which is the third row in the table.

append to multi-select picklist

Four Import Mode Options

  • Update – Update CRM records with all non-empty field data contained in the CSV.
  • Fill – Import CSV values only when the corresponding field in your CRM is empty.
  • Overwrite – Insycle will replace any existing data in your CRM with the data in the CSV — even if the CSV field is empty.
  • Append – Import values from the CSV and append (add them to) the existing data already in your CRM. A typical example of how “Append” is used would be in a “Notes” field.

You can also preview and edit the import data directly in Insycle by clicking the pencil icon next to any field.

If a record has errors in it, the red exclamation point notification will be shown on the left side of the record. When you hover over the red exclamation mark, an explanation of the error will be displayed.

record exception

Records that have errors in them will not be imported. Other fields will be imported as normal.

Step 2: Select Unique Identity Field and Choose Update Action

Insycle uses Identity Fields to compare your CSV to your CRM data. Identity Fields must be "unique identifiers." These are data points that would only belong to a single contact—such as email addresses, phone numbers, home addresses, or ID numbers.

For example, no other contact in the database would have Maria Hernandez's email address, phone number, or ID number listed on their contact record. If a contact record contains a match for Maria Hernandez's data in one of those fields, we know that is the contact record for Maria Hernandez.

Under Step 2 on the Import tab, select the Identity Field from the dropdown.

email identity field

To determine whether to create a new record or update an existing one, Insycle uses the Identity Field to match CSV rows to records in the CRM. For example, when importing contacts, you'd typically use an email address, phone number, or any other unique value.

If using the "Email" Identify Field, Insycle searches your CRM database for records with a matching email value.

Select one of the following Update Modes to tell Insycle how the imported data should be handled during the import process:

  • Update existing and create net new – Insycle will attempt to match imported records to existing CRM records using the identity field. If Insycle is unable to find a corresponding record, a new record will be created in your CRM.
  • Only update existing – Insycle will attempt to match imported records to existing CRM records using the identity field. 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 – Insycle will attempt to match imported records to existing CRM records using the identity field. 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.

For example, if you want to make associations for existing records but do not want to create new records in your database, you can select "Only update existing."

Using Multiple Identity Fields

You can select more than one identity field, however, Insycle will check all of the fields to match. If one single field does not match, the corresponding matching CRM record will not be identified and will not be deleted.

Using the "Update existing and create net new" setting, Insycle will fail to match many records and instead will create a new record.

If you use the "Only update existing" setting with many Identity Fields, you will identify far fewer existing records and much of your CSV data will not be imported, and data will not be appended, because Insycle will not be able to find the correct record to update.

too specific

Outside of specific use cases, it is typically best to use a single identity field.

Troubleshooting: Using Overly Broad Identity Fields

If you're using a field that is not uniquely identifying, Insycle will likely identify the wrong record in your CRM as a match and will not be able to identify a record to pull data from. For instance, there are probably many people with the first name "John" in your CRM, but you want to make sure that you are pulling data from the correct record for John. This is why it is important to use uniquely identifying fields.

too broad
Step 3: Format, Clean, and Standardize Data Before Importing

You can make changes to the CSV data in Insycle before it is uploaded to your CRM. You could apply formatting to a field, cleanse data, organize, and perform other actions before importing.

On the Functions tab of Step 3, select fields and functions to apply to the field data.

prepare data

In the above example, we are formatting the First Name, Last Name and Company to be capitalized and formatting the State field to standardized abbreviations.

Some of the functions that you can apply in this step include:

  • Formatting names and companies as title case.
  • Formatting phone numbers and addresses to popular standards.
  • Removing terms, whitespace, non-letters, and symbols.
  • Formatting states to full state names or abbreviations.
  • Adding prefixes and suffixes.
  • Extracting domains.

Click the Apply button to update your CSV data. You must apply these updates before importing your data.

Step 4: Optionally — Update in Bulk, Set Associations, and Other Bulk Actions

Under Step 4, several options give you additional control over the data you import.

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  • List – Add your imported data to an existing list. Only available for HubSpot.
  • Bulk Update – Update a specific field on import. For example, we could update all imported records to have the Job Title of “Founder,” regardless of the data contained within the CSV file.
  • Associate/Link – Associate contacts to companies, deals, and custom objects automatically when importing data. You select a CSV field and the CRM field you’d like to match it with to create associations. Also known as “Link” when using Salesforce.
  • Date Format – Format dates contained within your CSV file to your preferred standard.
Step 5: Select Records and Import the Data to Your CRM

If there are only a few records you want to import—perhaps to test things out before importing the entire CSV—return to the table under Step 1 and check the boxes beside the select records. Leave the checkboxes blank to import all of the records.

Select records

When ready, click the IMPORT X CONTACTS button under Step 5, and the matching associations will automatically be created in your CRM based on your settings.

Import contacts

After the import runs, you’ll receive a report that breaks down import information—how many records you tried to import and how many succeeded, failed, or were updated, deleted, or unmodified. Click the Run ID to open a CSV record of the import.

A record of these changes can be found anytime in the Activity Tracker.

Save Configuration as Template to Maintain Consistency

After you've seen the results in the CRM and you are satisfied with how the operation runs, you can save all of the configurations as a template. Your mapping settings will be remembered from one import to the next. You'll save time on future imports and reduce errors.

Return to the Template menu at the top of the page and click the + to give it a unique name and then click the Save button.

template

Troubleshooting

For general troubleshooting advice, see our article on Troubleshooting Issues. Here are some tips for troubleshooting issues specific to importing:

CSV records not being matched to CRM records?

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.

  • The Identity Field you chose does not match between the CSV and CRM
  • You are using too many identity fields
  • There is a syncing issue (trigger a full database sync or contact support to re-sync a specific field.

You can select more than one identity field, however, Insycle will check all the fields to match. If one single field does not match, the corresponding matching CRM record will not be identified and will not be deleted.

too specific

Outside of specific use cases, it is typically best to use a single identity field.

Data not being formatted when importing?

If you have setup formatting or standardization functions in Step 3, but aren't seeing those changes reflected after importing your data, make sure that you hit the apply button.

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You must apply these updates to your CSV data before importing it into your CRM. 

Frequently Asked Questions

Does Insycle Automatically Map My CSV Files to My App Fields?

Yes, Insycle will automatically map fields that it can identify. However, Insycle may not be able to map every field. When it cannot map a field, a notification will appear.

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Can Insycle Append New CSV Data to Existing Records?

Yes, you can easily append data to existing data by selecting "Append" from the mapping section.

append
Can I clean import data before it is added to my CRM?

Yes, Insycle allows you to apply many functions to specific data fields to clean, format, and standardize data on the way into your database.

prepare data
Can Insycle Associate contacts to companies on import?

Yes, Insycle allows you to associate contacts, companies, deals, and custom objects while importing data from a CSV, using the "Associate" or "Link" tab in Step 4 (depending on the verbiage used by your app).

associate
Can Insycle compare CSV data to existing data in my CRM?

Yes, Insycle allows you to compare in different ways using the Pull and Compare features. Learn more about comparing CSV data to existing records in your CRM.

When should I use the "Compare" Feature?

Use the "Compare" feature when you want to use your CSV to view other data in your CRM for the same records.

For instance, Insycle might use the "email" field in your CSV to identify the matching record in your CRM, then you can view all additional fields for those matched records in a CSV.

When should I use the "Pull" Feature?

Use the "Pull" feature to see if your CSV data is already present in your CRM. This is great for trimming your CSV files and keeping yourself from creating duplicates when uploading new lists.

Additional Resources

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