Refresh Data, Sync Latest Changes

When you make changes through Insycle, everything is in sync. As soon as you push a data update live to your CRM, the two platforms will remain in sync.

When an update to data is made from the CRM side, it does take some time for those changes to be synced with Insycle. When you make changes in the CRM directly, it syncs back to Insycle in the following ways:

Automatic Incremental Syncs

• Every hour: Records modified in the past hour, and metadata changes (new fields, picklists, etc.)
• On login: Records modified in the past hour

Automatic Full Syncs

• Every night: Full sync, both modified AND deleted records, as well as field configuration changes such as PII or Included.

Manual Syncs

• Self-serve: From Insycle Settings > Accounts, manually trigger sync for records updated or newly created in the past day (see How to Trigger a Manual Sync below). The manual sync does not sync deleted or merged records, or included fields for HubSpot users.
• On demand: The Insycle support team can manually trigger a full sync at any time, which includes new, updated, merged, and deleted records, and newly included fields for HubSpot users. Feel free to reach out and let us know when needed.

After signing up, Insycle needs to onboard data from your connected app. You can not update data until your data is fully onboarded.

You'll see a red banner across the top of the Insycle dashboard while this is taking place.

This can take some time, especially for larger databases. The amount of time is dependent on several factors, including the app you are connecting to, the number of data fields you collect, the number of records in your database, and API limitations.

During the initial onboarding phase, API consumption is directly correlated with the number of records in your CRM database. In the long term, fewer API calls are needed because only modified records are synced.

You will be notified by email when your data onboarding is complete, and you can then begin updating your data using Insycle.

Synchronization in Insycle involves connecting with external systems, such as HubSpot or Salesforce, to make specific data fields available for operations.

While many fields are supported automatically, certain fields require additional prioritization or setup. HubSpot users must specify which fields sync using Insycle's self-service field sync controls.

Expected Timeframe

When initially synchronizing most new CRM accounts, essential fields are automatically synced between Insycle and your CRM within a few hours, depending on the size of your database. However, there are instances when you might encounter a 1-2 business day delay while syncing or prioritizing fields on the platform. This timeframe allows for the necessary backend setup and processing to occur.

For HubSpot users, after selecting fields with the self-service controls, newly included fields typically become available during the next overnight sync process.

Troubleshooting

If fields still don't appear after the expected timeframe:

1. Check field sync settings (HubSpot only): Navigate to Settings > Fields and verify that the sync toggle is enabled for the desired field. Ensure you have Admin or Owner permissions to manage field synchronization.
    
2. Perform a test: In your CRM, change a value in the respective field. Then, trigger a sync in Insycle (see How to Trigger a Manual Sync below for details).
3. Trigger a manual sync in Insycle: Manually start the synchronization to update Insycle with the recently modified or newly created records in the CRM. The manual sync does not sync deleted records. It also does not sync newly included fields for HubSpot users. (See How to Trigger a Manual Sync below for details.)
4. Check for external factors: Delays may occasionally occur due to high system usage, API rate limits, or processing backlogs.
5. Contact support: If fields are still not displaying or functioning correctly after the expected timeframe, reach out to Insycle support for field-specific troubleshooting assistance.

While default HubSpot fields and those used in automated Recipes and templates are automatically included in your Insycle dataset, other fields need to be designated for inclusion on each object type.

Designate HubSpot fields for inclusion in your Insycle dataset

You must have an Admin or Owner user role to manage field inclusion.

1. Navigate to Settings > Fields.
2. Select your database and object type from the top menu.
3. Use the search to find a field, or browse through the list field by field.
4. Toggle the Included control to the 'On' position (yellow = on, grey = off).

  Note: Field inclusion changes typically take effect during the overnight sync process. If you need immediate synchronization of newly included fields, contact Insycle support to trigger a full sync.

Learn more about controlling which HubSpot fields are included in your Insycle dataset.

You can view sync operation logs in the Settings > Sync Status page.

Once there, you will see a log of the latest sync activities for all apps that are connected to Insycle.

Each sync operation included in the log provides you with some basic information about the sync activity:

• App: The connected app that was synced (HubSpot, Salesforce, Intercom, etc.)
• Plan: The Insycle subscription for the app account.
• Account Name and ID: The name and ID of the account that was synced.
• Actions: Sync changes from the last day, activate Salesforce Flow integration, or delete the account from Insycle.
• As Of: The time that the sync operation was completed.
• Total Diff: The differences in total records between Insycle and your CRM. This can alert you if the sync is not completing for some reason, such as in Salesforce, where API limit considerations may prevent the sync from taking place.
• Total Insycle: The total number of records in Insycle.
• Total App: The total number of records in your connected app.
• Breakdown: Insycle/App: A breakdown of what types of records are included in those totals — contacts, companies, deals, etc., and how many exist in the platform versus Insycle.

Sync logs can help you monitor data updates and identify potential syncing issues. Regular review of these logs is recommended as part of maintaining optimal database hygiene.

In some cases, you may want to trigger a sync to update Insycle with newly created records or changes just made in the underlying CRM.

Navigate to Settings > Sync Status, and next to the account name, click the Sync changes from last day button (lightning bolt icon).

You'll see a confirmation that Insycle kicked off incremental sync for the changes made within the last day.

Note: Manual syncing covers records modified in the past 24 hours. It does not sync deleted or merged records, or newly included fields for HubSpot users. For comprehensive updates, including deleted or merged records, the nightly full sync is required. Plan manual syncs during off-peak hours when possible to optimize API usage and avoid potential conflicts.

APIs are vital to Insycle’s syncing process, enabling smooth communication between Insycle and connected CRMs, such as Salesforce and HubSpot. There are two main ways APIs are used in syncing:

1. Product usage: APIs handle actions within the application, such as creating, updating, and merging records.
2. Data synchronization: APIs are widely used to keep CRM data aligned with Insycle.

During initial onboarding, API activity depends on the number of records (like accounts, contacts, leads, and opportunities) in the CRM. As syncing progresses, fewer API calls are needed because only modified records are checked. On days with many updates, API calls may increase. Importantly, Insycle’s design aims to sync only active changes to maximize API efficiency. 

HubSpot Field Synchronization Control: For HubSpot users, you manage which fields are included in API sync operations through Settings > Fields. This self-service feature enables you to optimize API usage by syncing only the necessary fields, while working efficiently within HubSpot's API limitations (100 fields per record type for all Insycle plans, except Enterprise, which allows for 150).

For HubSpot users: Navigate to Settings > Fields and locate the field you need. Toggle the Include control to the 'On' position (yellow). The field will become available in Insycle after the next overnight sync, or you can contact support for immediate synchronization.

For other CRM platforms: Contact Insycle support via the live chat button to request inclusion of the field. Provide the Field Label and Name values for the fields you want to add to your Insycle dataset.

Due to CRM API limitations, there is a practical limit on the number of fields that can be efficiently included per record type.

For HubSpot, the current limit is 100 fields per record type (e.g., contacts, companies, deals) for all plans except Enterprise, which allows for 150 fields.

Essential fields, such as first name, last name, email, and phone number, as well as fields in automated Insycle templates and Recipes, and Insycle's special fields, are always included and cannot be disabled. This ensures core functionality remains intact while giving you control over additional fields.

Use the self-service field inclusion control in Settings > Fields to include the fields most important to your workflows.

There are two main ways to monitor the progress of a long-running operation:

1. Periodically check the Activity Tracker. The operation will appear in the Activity Tracker once it has been completed.
   
2. Periodically refresh the template for the operation. Open the template for the operation. Under Step 1, click the Find or Search button.
   Look at the number of results in the Record Viewer.
   
   Wait a few minutes and refresh the page. You should see the number of results reduce as Insycle processes the operation.