Bulk updating fields is critical for maintaining order in your CRM and giving your teams a complete picture of every contact and company within your database.

Often, integrations and manual imports will result in issues in specific fields that need to be updated.

Insycle can help you to update fields in bulk, by:

  • Filtering records with set rules
  • Updating specific fields for those records in bulk
  • Identify and purge low-quality data

Let's look at how Insycle makes bulk updating fields based on rules exceptionally simple.

How It Works

Using the Bulk Operations module, you tell Insycle which records you would like to update using advanced rules. Then, you can bulk update any fields that match your criteria.

For example — if "Industry" is "Tech," update to "Technology."

Or if "Lifecycle Stage" is "Lead," update "Ready for Owner" custom field to "Yes."

Insycle will automatically update your chosen fields, based on your criteria, in bulk. Previously existing data will be removed from the field.

Quick Summary

To update values of any field in bulk, you simply filter your data down to the records that you would like to update, tell Insycle how to update your data, and run the Bulk Operations module.

You can save all settings using templates. With templates, bulk updates will not need to be reconfigured, saving you time on recurring updating tasks. All changes are available to review at any time through the Activity Tracker.

Step 1: Define Filter

To update fields in bulk, we will use the Bulk Operations Module. Navigate there.

Then, we have to select the record type — contacts, companies, deals, or comparable record type in your CRM — so that we can bulk update a specific field within that record type.

bulk operations

 

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).

For the example in this article, we will be updating Contacts.

This is where 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. Often, companies would like to standardize industries in their database for the purpose of segmenting and personalizing their marketing, generating reports and forecasts, or generally improving the searchability of their database.

A good example comes from the software and technology category. Often, companies in many different industries may be lumped “Computer Software” “Technology,” “Tech,” “Software” and other industries.

However, there is a lot of crossover there. Rather than have so many different categories, it often makes the most sense for companies to have one single category.

Let’s say that we wanted to change all contact with the listed industry of “Software” to “Technology” to match other records in our database.

Here is an example of how we would do this using the Bulk Operations module.

In Step 1, we set our filter.

filter

 

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

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.

records

 

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,” to add additional terms to the filter. For instance, we could put “Software|Computer Software” to catch more contacts.

filter example

 

Step 2: Bulk Update

In Step 2, we want to make sure that we are working from the first tab, “Update.”

step 2 update

 

Here, we tell Insycle what to update the field that we have filtered with.

For our example, we will select the Industry field.

choose field

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

In this example, we are using going to update all contacts with the industry of “Software” to “Technology,” so we input that here.

new value

 

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.

field string

 

You can also add additional field updates here using the Field Button. For example, you might want to keep the “Software” identification in a custom field in case you want to revert them later.

custom field

 

Step 3: Preview or Update

Now, with our Filter and update Action in place, we can run the bulk operation to update our selected records.

When running the Bulk Operation 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 the Preview Mode or Update Mode, which runs to process and makes the changes reviewable in a CSV file, but does not update your CRM database.

preview or update

 

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

For many tasks in Bulk Operations, it may be a good idea to run a preview to view how the changes will look in your database before running in Update mode.

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.

bulk update email

 

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.

automate or run now

 

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 the operation. 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.

automation

 

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 automation on the “Automations” page on your dashboard.

automations

 

Preview Changes Before They Go Live

With Insycle's Bulk Operations module, 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 any module in Insycle, you have the option of choosing between Preview Mode and Update Mode once you click the button.

Automation

You can set up ongoing bulk data update automation with Insycle on the module level, using Recipes, or integrating with Workflows.

When you click the "Review" button, you'll be taken through a three-step process. In the third step, you'll be able to define when you would like your template to run—hourly, daily, weekly, or monthly.

automation

 

If you have other bulk updates that you would also like to run, you can bundle your templates together into a Recipe and automate them all to run together.

Frequently Asked Questions

Can I bulk update any field in my database?

Yes, using the Bulk Operations module you can bulk update any field (aside from Record IDs and similar uneditable fields).

Can I filter by and update different fields?

Yes. While it is most common to filter-by and update the same field, you can filter by one field, then update another.

Here is an example scenario of when you might want to do that:

  • If "Lifecycle Stage" is "Lead," update "Ready for Owner" custom field to "Yes."

Is the old data from the field deleted when I run the bulk update?

Yes, the pre-existing data in the record will be overwritten by the bulk update. This data will be available in the CSV in the Activity Tracker for restoration purposes should you require it.

Can I restore overwritten data from a bulk update?

All pre-existing data will be available in the CSV in the Activity Tracker for restoration purposes should you require it.

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, including while using Bulk Operations.

Additional Resources

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