Module Overview: Bulk Operations

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.

In the example below, records that have an Industry value of "software" will be included in this bulk operation.

When you click Search, Insycle will list matching records in the Record Viewer at the bottom of the page. If you make changes to the filter, you need to click the Search button again to refresh the viewer.

Now you'll tell Insycle what changes to apply to all or selected records. You can bulk update fields or bulk delete records of any record type. Additionally, for HubSpot, you can enroll contacts in sequences. With Salesforce, you can enroll contacts or leads in campaigns and also convert leads to contacts.

Make the Same Bulk Change to the Records

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

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

Bulk Delete Records

Under Step 2, click the Delete tab. There are no further configurations or settings for Delete. When run on your database, this will delete all records that appear in the Record Viewer.

Enroll Contacts in a Sequence (HubSpot Only)

When updating HubSpot contacts, you can enroll the records in an existing HubSpot sequence.

Under Step 2, click the Enroll tab. Select a User with sequence visibility, choose the target Sequence, and configure the Sender (either dynamically from the contact's owner or from a specific email address). 

For more information, refer to the HubSpot Bulk Operations Overview.

Convert Leads to Contacts (Salesforce Only)

When you are working with the leads record type, the Convert tab appears under Step 2. This option is only available for converting Salesforce leads to contacts.

Before you can perform a bulk conversion, the leads must be linked to the correct accounts. If the link is not in place, the conversion won't happen. See the Bulk Convert Leads to Contacts in Salesforce article for details.

Add Contacts and Leads to Campaigns (Salesforce Only)

When updating Salesforce contacts or leads, you can add the records to an existing Salesforce campaign.

Under Step 2, click the Enroll tab. Type to search Campaigns and make a selection, then select the Campaign Member Status. Use the Show link to open the campaign in Salesforce for a preview (this link will only appear if you are logged into Salesforce). 

Preview Changes in the CSV Report

Now with the filters and update actions in place, you can preview the changes you are making to your data. 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 select Preview in the popup.

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; however, if you have a large number of records, you may want to select a subset for testing). 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 the results don't look the way you expected, go back to your filters and actions and try making some adjustments, then preview again.

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.

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 bulk operation runs on a set schedule. 

Return to the Template menu at the top of the page and click the + to give the new template an informative name, then click the Save button.

Under Step 3, click the Review button, and select Update mode again.

On the When tab, select Automate, and then configure the frequency at which you'd like the template to run. When finished, click Schedule.

 If you have several templates you'd like to automatically run together, you can create a Recipe. HubSpot users can also integrate Insycle Recipes into Workflows.

With the Activity Tracker, you have a complete audit trail and history of changes made through Insycle, including processes run in Preview mode or data syncs. 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 the Activity Tracker, search by module, app, or template name, then click the Run ID for the operation.

If you've configured the Insycle Run ID property in your CRM, you can cross-reference these operations in the CRM records.

When you use the Bulk Operations Delete action, the entire record is removed from your CRM. If there's any chance you'll need to refer to this data or restore it later, you may want to export a Preview report that could act as a backup.

The CSV only includes fields that are visible in the Record Viewer. Use the Layout tab under Step 1 to add more fields and preserve all the necessary data.

If you are doing a large data cleanup effort and deleting a large volume of records, the best practice is to do a data export directly from the CRM. This will be more comprehensive than what the Insycle report provides.

If you have set up the Insycle Run ID property in your CRM, every Insycle operation that updates or creates a record will update the Run ID in the record. This can be used to look up process reports in the Activity Tracker or to get help from support.

When using an Insycle Recipe that includes templates for multiple object types, such as companies and contacts, the same Run ID will appear in both CRM records.

Learn how to set up the Insycle Run ID custom field for each object type in your CRM.

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

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 set to "Yes".

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.