Module Overview: Cleanse Data

Cleanse Data Module Overview

A huge piece of the data management puzzle is understanding what you have in your database and cleansing it so it is uncluttered, formatted correctly, and standardized. But before you can begin fixing issues, you first have to identify what those issues are.

For instance, it isn't easy to cleanse job titles when you aren't sure what variations you have in your database.

Insycle makes it easy to drill down into specific fields to explore value variations and review them on a record-by-record level to better understand your data and spot opportunities for consolidation and standardization.

Key Use Cases

How It Works

The Cleanse Data module makes it easy to explore your data, identify opportunities for standardization, and update the identified issues.

Select a field to explore and analyze, identifying all of the different variations that should be updated. Setting up a filter lets you focus only on the records that need changing. 

You can make basic changes directly within the Cleanse Data module, or once you've decided what needs to be cleaned up, you can use one of Insycle's other powerful modules to cleanse your records in more advanced ways.

Step-by-Step Instructions

Step 1: Explore Fields and Their Properties

Before standardizing and making your data consistent, you need to know what is currently in your database.

Navigate to Data Management > Cleanse Data, then select a database and record type from the top menu. Explore the templates for an existing solution that may be close to what you need as a starting point.

Under Step 1, all fields for the record type are listed. This is not the record data itself but the meta information about the fields in the database.

The list shows the properties for each field, including the field's name, type, if it's editable, how many different values there are, and how many are empty. Learn more about interpreting these properties in the Advanced How-Tos below.

Step 2: Explore the Record Values for the Field

Under Step 2, select a field to explore from the Field Name dropdown. 

Once selected, the different values found in this field will populate the Record Viewer at the bottom of the page. Click the checkbox to expand a value set. You can select multiple values to see the records for several values together.

This opens up a secondary Viewer below the first, where you can review the individual records that have the selected value(s). The field you have been exploring won't automatically appear here, so you may need to add it to the layout. 

Step 3: Select Records, Specify Changes, and Update CRM

You can make straightforward A-to-B updates or deletions from within the Cleanse Data module. If, after analyzing your data, you need to make more complex updates, use one of Insycle's other powerful modules. See the Tips for Cleansing Data below for suggestions.

In the Record Viewer, check the box for the values you want to update. Or to make more granular changes, select individual records in the secondary Viewer.

To update the selected values, under Step 3 on the Update tab, specify what the selected field values should be changed to. In this example, all the records that have an Industry of "Tech," will be updated to, "Technology."

Click the Update button and confirm the change. Note that there is no preview step here. Once confirmed, the update will be applied to your CRM.

Use the Delete tab when you want to completely remove the selected records from your CRM. 

⚠️ Note that there is no preview step here. Once confirmed, the selected records will be removed from your CRM.


Save Template

You can save your settings as a template so that future cleansing tasks will not need to be reconfigured.

Return to the Template menu at the top of the page and click Copy to save your configurations as a new version of the template you started with. Then click the pencil to edit your new template name.


Audit Trail and History

With the Activity Tracker, you have a complete audit trail and history of changes made through Insycle. At any time you can download a CSV report that lets you see all of the changes that were made in a given run of the operation.

Navigate to Operations > Activity Tracker, search by module, app, or template name, then click the Run ID for the operation.


Advanced How-Tos

Understanding Field Properties

Looking at the information about each field can provide clues on data cleansing opportunities.

Country field properties

Field Label vs. Name

The Field Label is shown in the CRM interface while the Name is the column header in the database. 
If two fields have a similar Field Label, such as "Phone" versus "Phone Number," looking at the underlying field Name may reveal different information that clarifies the actual purpose. You may want to update one of the Field Labels to reflect the difference.

Type, Value, and Writable

  • Type – Field type, such as a picklist, number, text string, date, timestamp, true/false (boolean), etc.
  • Value – Describes the type of data stored in the field such as text, number, date, true/false, etc.
  • Writable – In the Insycle app, checked = True, indicating the field can be edited. 

Unique Values

This is the count of different values that appear in this field across all records. This is a great place to look and see if there is data worth exploring. You could answer a question such as, "How many different job titles do we have?" It can also indicate a problem in fields where only a few values should be used, such as Industry or Product. This is especially relevant on fields that should be limited to a picklist or Yes/No values.

Empty Values

This is the number of records that don't have any value in the field.

Any field with a high number of empty values could indicate the field is unused or abandoned and needs cleanup. Or, it could indicate a syncing issue between Insycle and your CRM. If you see data in your CRM but the empty values number is high, contact Insycle support.

Export All Field Properties

You can export the information for all fields in your CRM by clicking on the Export button in Step 1. This will include all the field information, not the records. 

Step 1 Export button

Viewing More Columns in the Record Viewer

If you'd like to see more information for each resulting record, you can alter the fields in the secondary Record Viewer by using the Layout tab in Step 2.

Step 2 Layout tab

Tips for Cleansing Data

Cleanse Data is a great tool to use if you want to do some cleanup but don't have a clear idea of what values already exist. After exploring your data and noting the inconsistent variations, you can make basic updates or deletions from within the Cleanse Data module, or use one of Insycle's other powerful modules to cleanse your records in more advanced ways:

  • The Transform Data module helps you make consistent changes to inconsistent data in a single task.
  • With the Bulk Operations module, its easy to clear values, update fields, or perform deletions in bulk.
  • If you notice redundant records that shouldn't be there, use the Merge Duplicates module to identify and consolidate duplicates.
  • If you find a few, one-off issues, the Grid Edit module allows you to quickly filter and in-line edit data.


Seeing High Numbers of Empty Values for a Field You Know Is Regularly Used

If you know a field in your CRM is used regularly but the empty values column for the field is high, this could indicate a syncing issue between Insycle and your CRM. Contact Insycle support for help.


Records Aren't Showing Up in the Viewer

If you are sure a field contains data in your CRM but aren't seeing the values or records in the Record Viewer at the bottom of the page, it is often due to the Filter settings under Step 2.

Here are a few things to look into:

  1. Ensure there isn't anything in the filter you didn't intend to be. This often happens if you start with an existing template.
  2. Ensure that your filter is accurate and not too specific. For instance, if you are using the "is" operator in your filter, you might broaden the condition using "contains" or "starts with" to identify other records with slight differences.
  3. Make sure that you have clicked the Search button.

Step 2 Filter

If you still don't see the expected data, it is likely a field syncing issue.

To refresh the data in Insycle, navigate to Settings > Sync Status, select the account, and click the Refresh Accounts List button. Alternatively, you could log out of Insycle and then log back in.

For help re-syncing a specific field, contact Insycle support.

For a complete guide to troubleshooting issues with Insycle, please refer to our article on Troubleshooting Issues.

Frequently Asked Questions

What does a Unique Value or Existing Value of -1 mean?

When working with HubSpot, a "-1" shows up when values for a field are currently not stored in Insycle. It indicates the HubSpot field is not syncing with Insycle. Note the Value column also shows, "not stored."

Fields with Empty Values = -1

HubSpot limits the number of fields that can be synced between Insycle and your database, so at a point, some will need to be excluded. If you discover a field that you need to sync but isn't, contact Insycle support for help. Fields can be prioritized to ensure the necessary fields are syncing.

Additional Resources

Related Help Articles

Related Blog Posts