Find Records with Irregular Values and Update in Bulk

Often, companies are dealing with different data values in a field, making it difficult to segment and personalize their marketing and generate reports and forecast. This could be caused by general input errors or integrated systems and imports with different values.

Insycle's Bulk Operations module uses rules to surface records and easily update fields in bulk.

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

Process Summary

  1. Select your records to update. 
  2. Update your records. 
  3. Preview changes in a CSV report.
  4. Apply the changes to the CRM.
  5. Save the configuration as a template.
  6. Schedule the template to run automatically.

Step-by-Step Instructions

Step 1: Filter Records to Update

To update fields in bulk, select the Bulk Operations module in the left navigation, then select the database and record type in the top menu. For this example, we'll be working with Contacts to standardize values in the Industry field.

bulk operations

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

filter

Click Search to see the records that match these criteria at the bottom of the page in the Record Viewer. 

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If you wanted to expand the filter so we 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.”

filter example

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

Step 2: Update Your Field

Now you'll tell Insycle what to update the Industry field values with.

In 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.

step 2 update

Select the relevant field you want to update. In this example, we select the Industry field. 

choose field

In the New Value input field, enter the value you would like to update your selected fields with. Type "Technology,” here.

new value

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.

field string

To add additional field updates here click the Field button. For our example, you might want to write the “Software” value in a custom field in case you want to revert the change later.

custom field

When run on your database, this will change all records that match your filter and appear in the Record Viewer. Click the checkbox for a record row to select individual records to make changes to in the database. Alternatively, you can run this operation on all filtered records in Step 3. 

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Preview Changes in CSV Report

Now, with the Filter and update Action in place, you can preview the changes you are making to your data. That way, you can verify the template works as expected before pushing updates to your live database. 

Under Step 3, click the Review button.

preview

In the Bulk Update popup, select Preview and click Next.

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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.

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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. If anything looks wrong, return to Step 1 and make adjustments to the Filter, then Preview again.

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Apply Changes to the 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, select Update mode, then click Next.

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On the Notify tab, add any additional recipients who should receive the CSV.

On the When tab you can choose to run and apply the update now, or you can set up an automation to run the template on a regular basis. The first time you apply these changes to the CRM, we suggest you Run Now. You can control how many records to run the template on. 

Click Run Now to apply the changes to your CRM.

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Save Template and Set Up Automation

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. This will save you time and provide consistent results.

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

Under Step 3, click the Review button, select Update mode, then click Next.

On the When tab under Automate, you can schedule this template to run on an hourly, daily, weekly, or monthly basis.

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You can view all scheduled automations on the “Automations” page of your dashboard.

automations

Learn more about setting up ongoing bulk data update automation using Recipes, or integrating with Workflows.

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.

Additional Resources

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