Module Overview: Magical Import

Navigate to Data Management > Magical Import, then select the database and object type you want to work with. Uploading a CSV doesn't import it immediately — Insycle loads the file into the Preview panel first, so you can configure and review your data before anything is written to your CRM.

If AI is enabled for the selected object type, Insycle automatically analyzes your CSV column names in the background and suggests field mappings and Matching Criteria. You can also select a saved template to apply a consistent, pre-built configuration — templates can load settings across Data Mapping, Preparation, Validation, and Operations. If you select a template after AI has already processed your CSV, the template's settings take precedence.

See Selecting a CSV and Template for Import for a complete breakdown of this step.

The Magical Import module's Data Mapping section is where you review how CSV columns correspond to CRM fields and configure how Insycle identifies existing records.

Once your CSV loads, review how each column is mapped to a CRM field. AI automatically maps fields it can identify with confidence; any field still showing a warning icon needs manual attention via the Not Mapped dropdown. For each mapped column, you'll also set the Field Logic — Update, Fill, Overwrite, or Append — to control how the CSV value is applied to the corresponding CRM field.

Matching Criteria determine how Insycle compares your CSV to your CRM to identify existing records. These are unique identifiers — such as email address, phone number, or ID number — and you can set multiple rules evaluated top to bottom. When a rule includes more than one field, all fields in that rule must match, not just some of them; this interacts with your Records Mode later in the process. A separate Date Format tab, alongside Matching, lets you override Insycle's automatic date parsing.

The image above shows the Data Mapping section of the Magical Import module, with the Matching tab and Matching Criteria area highlighted in a blue box. The Matching tab displays a blue numbered badge showing "1." Under Matching Criteria, the Matching Fields dropdown is set to "Email," with icons to add another rule and duplicate the current one.

See Mapping CSV Columns to CRM Fields, Field Logic, and Matching Criteria and Date Formats for CSV Imports for a complete breakdown of this step.

The Magical Import module's Data Preparation section lets you clean, format, and transform your CSV data before it's imported.

You can apply the same functions found in the Transform Data module — standardizing names, phone numbers, addresses, and more — to your CSV data. As you add functions, you can click Apply after each one to see the changes in the Preview. Changes you apply here appear only in the Preview, not directly in your CRM, until the import runs. You can also make one-off corrections to individual values directly in the Preview using inline editing, without modifying your original CSV file.

See Cleaning and Formatting CSV Data Before Import for a complete breakdown of this step.

The image above shows the Data Preparation section of the Magical Import module, labeled with a blue numbered badge showing "4" indicating the number of columns being modified. Four Column Name and Function pairs are configured: Last Name set to "Format: Proper case person," Account ID set to "Format: Proper case company," Title set to "Find & Replace: Any occurrence" of "Vice President" with "VP," and Business Phone set to "Format: Phone USA +1-xxx-xxx-xxxx." An "Add Field" button and a yellow "Apply" button appear below the configured fields.

The Magical Import module's Data Validation section lets you filter which CSV rows are imported based on rules you define.

You can set up rules to include or exclude rows based on field values—for example, importing records only from a specific country or excluding rows that don't meet your quality standards. Records must meet all validation criteria to pass; unlike Matching Criteria, validation rules aren't evaluated in priority order. As you add rules, you can click Apply to refresh the Preview with your validation rules applied. Rows that don't meet your criteria display a warning icon in the Preview. Insycle also validates picklist field values automatically, without requiring a rule.

See Filtering CSV Rows with Data Validation Rules for a complete breakdown of this step.

The image above shows the Data Validation section of the Magical Import module. Three validation rules are configured: Industry set to Include with condition "Value: Exists; Phone Number set to Include with condition "Length: Minimum" with a value of "11"; and Country set to Exclude with condition "Value: Contains text" and text "US|United States." An "Add Rule" button and a yellow "Apply" button appear below the rules.

The Magical Import module's Data Operations section lets you make bulk changes to CRM fields or create relationships between imported records and related CRM records.

On the Bulk Update tab, you can add a single value to a CRM field across every imported record — even if that field isn't present in your CSV — or clear a field's existing value entirely.

Learn more about Bulk Updating or Clearing Fields for All Imported Records. 

The image above shows the Data Operations section of the Magical Import module, labeled with a blue "1" badge. The Bulk Update tab is selected and shows a blue "1" badge. One field is configured: Field Name is set to "Level," and New Value is set to "Secondary." Field Meta, an informational label showing the field's type, reads "Picklist." A trash icon appears next to the New Value field, and an Add Field button appears below.

On the Associate tab (which may be called the Link tab, depending on your CRM's naming convention), you can create relationships between your CSV records and related records already in your CRM, such as associating contacts with companies, and optionally create a new related record automatically when no match is found. This tab isn't available for Mailchimp or Intercom users. 

See Associating or Linking Records During Import for a complete breakdown of this step.

The image above shows the Data Operations section of the Magical Import module, with the Associate tab selected, labeled with a blue "1" badge. One rule is configured: Action set to "Add," Associate set to "Contact to Deal," Labels set to "Decision Maker," CSV Column set to "Account Name," and Match Field set to "Company Name." The "Create when no matching is found" checkbox is unchecked.

Under Action to take with the CSV in the Magical Import module, you choose what Insycle does with your CSV data: import it, compare it, delete matching records, or export CRM data alongside it.

Import CSV Data into Your CRM

On the Import tab, select a Records Mode to control whether Insycle updates existing records, creates new ones, or both. Depending on your CRM, you can also add imported records to a HubSpot list or a Salesforce campaign during the import.

Learn more about Running Your Import.

The image above shows the "Action to take with the CSV" panel in the Magical Import module, with the Import tab selected. Under Records Mode, "Update existing and create net new" is selected. A checkbox to email the CSV report to an address is checked, and an "Import 1607 Contacts" button appears below.

Compare CSV Values Against CRM Values

Compare (Preview) is a read-only operation that generates a CSV report showing your CSV and CRM values side by side, without changing your CRM. Use the Compare feature when you want an export showing CSV data next to matching record data from your CRM.

Learn more about Comparing CSV Data Alongside CRM Values.

The image above shows the "Action to take with the CSV" panel in the Magical Import module, with the Compare (Preview) tab selected. A checkbox to email the CSV report to an address is checked, and a "Compare 116 Contacts" button appears below.

Export CRM Data Side-by-Side with CSV Values

Export is also read-only, letting you select specific CRM fields to include in a CSV report matched to your CSV rows. Use the Export feature when you want more information from your CRM about items you have in an external list. 

Learn more about Exporting CRM Data Based on CSV Rows.

The image above shows the "Action to take with the CSV" panel in the Magical Import module, with the Export tab selected. Fields to Export is set to "Account ID, Business Phone, Email, First Name, Last Name". A checkbox to email the CSV report to an address is checked, and an "Export" button appears below.

Delete CSV Items from Your CRM

Use the Delete feature when you have a CSV containing records you know need to be deleted. You can match the CSV rows to CRM records and easily delete the data in bulk.

Learn more about Deleting CRM Records Based on CSV Rows.

The image above shows the "Action to take with the CSV" panel in the Magical Import module, with the Delete tab selected. A checkbox to email the CSV report to an address is checked, and a "Delete 40 Companies" button appears below.

After your Magical Import process runs, the Import Result popup summarizes the outcome — including counts of records succeeded, failed, created, and updated. Click the Run ID to open the CSV report of the operation. Insycle will also email it to you. The report includes Result and Message columns explaining exactly what happened to each row, along with (Before) and (After Update) values side by side for each field.

The image above shows the Import Result modal in the Magical Import module. The Property and Value table lists: Run ID "1789172258505" with a note that it links to download the CSV report and is also available in the Activity Tracker; Count "1192"; Succeeded "1150"; Failed "42"; Created "1119"; Updated "31"; Deleted "0"; and Unmodified "0".

The module's Preview panel also updates to reflect the outcome: a green checkmark appears next to successfully processed rows, and a red warning icon appears next to failed rows.

The image above shows the Preview panel in the Magical Import module after an import has run, with the Filter set to "Show All Rows." The CSV Column header row displays FirstName, LastName, Email, and MailingStreet. Most rows display a green checkmark next to the row number, indicating a successful import. Rows 13, 16, and 17 instead display red warning icons next to the row numbers, indicating failed rows.

See Understanding Magical Import Results for a complete breakdown of this step.