How to Find Records with Irregular Values and Update in Bulk

Your company is dealing with different data values in a field, making it difficult to segment and personalize marketing, execute processes with confidence, and generate reports and forecasts. 

The Bulk Operations module uses rules to surface records and easily bulk update fields.

In this article, we'll walk through standardizing the Industry field for any records that currently have the value, “Software," updating them to "Technology."

Process Summary

  1. Filter records down to those you want to update.
  2. Set rules for making the bulk update.
  3. Preview and then apply the changes to the CRM.


Step-by-Step Instructions

Step 1: Surface Records to Update

Navigate to Data Management > Bulk Operations.

Select the database and record type in the top menu. Then explore the templates for an existing solution that may be close to what you need.

Each row in Step 1 is for a field you want to look at to determine whether to include or exclude a record from this task. With this filter, you're telling Insycle what records you would like to update.

Under Step 1, set up a Filter to identify Contact records where the Industry value is "Software."

Bulk Operations, Step 1 Filter

When you click Search, Insycle will list matching records in the Record Viewer at the bottom of the page. 

Record Viewer

If you wanted to expand the filter and also find "Computer Software" values, return to the filter under Step 1 and use the pipe “|” character (located just above the Enter key on your keyboard) to separate the two values. This would look like, “Software|Computer Software.” 

After making changes to the filter, click the Search button again to refresh the results in the Record Viewer.

Step 2: Configure Rules That Will Update Your Field Data

Now you'll tell Insycle what changes to make to the Industry field.

Under Step 2, make sure you are working in the Update tab. When this action is applied, previously existing data will be removed from the field.


1. Select the relevant field you want to update from the Field Name dropdown. 

2. Under New Value, type the value you would like to update your selected field with. 

3. The Field Meta value provides information about the field type and is automatically populated by Insycle. This information will vary depending on the field type.

To make additional updates click the + Field button to add another field. You could create a backup of the original value by writing it in a custom field.


Step 3: Preview and Apply Changes in Your CRM

Preview Changes in a CSV Report

Now with the filters and update actions in place, you can preview the changes. It's important to verify that your fields are being updated as expected before those changes are pushed to your live database.

Under Step 3, click the Review button, then in the Bulk Update popup, select Preview and click Next.

Bulk Operations, Step 3 Preview

On the Notify tab, add any additional recipients who should receive the CSV (and make sure to hit Enter after each address). You can also provide additional context in the message subject or body.

On the When tab, click Run Now and select which records to apply the change to (in most cases this will be All), then click the Run Now button.

Open the CSV file from your email in a spreadsheet application and review the columns. For each field you’ve set up to change, a column will appear for both (Before) and (After). This will let you know what you started with and what change will be made to your CRM. 

CSV Report

Apply Changes to Your CRM

If everything in your CSV preview looks correct, return to Insycle and move forward with applying the changes to the live CRM data.

Under Step 3, click the Review button, this time select Update mode.

On the When tab, click Run Now and select which records to apply the change to (in most cases this will be All), then click the Run Now button.

Bulk Operations, Step 3 Run Now

Save Templates and Setup Automation to Maintain Formatting

After you've seen the results in the CRM and you are satisfied with how the operation runs, you can save your configuration as a template, and set up automation so this formatting operation runs on a set schedule. 

By automating with a template, you'll save time and ensure that your fields are consistently updated on an ongoing basis.

Bulk Operations, Step 3 automate

Frequently Asked Questions

Can I bulk update any field in my database?

You can update any field in your CRM that is writable using the Bulk Operations module. To see a full list of writable fields, use the Cleanse Data module.

Can I filter using one field and update the value of a different field?

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

In this example, when the Lifecycle Stage is "Lead," the custom field, Ready for Owner will be updated to a "Yes" value.


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. If you need this data for reference or restoration, it will be available in the CSV in the Activity Tracker.

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.

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