Automation & Manual Operations

Scheduling automation in Insycle is simple. You can schedule automation at the module-level, by selecting a set schedule for your template to run.

Additionally, you can tie multiple templates together and schedule them to run automatically using Insycle Recipes. For example, you might group several templates that deduplicate contacts, format names, format phone numbers, associate them with companies, and standardize their address from a single trigger. Recipes are extremely powerful.

For HubSpot users, you can also include Insycle Recipes in your HubSpot workflows.

Templates are a key concept in Insycle.

In every module, you can save the configuration, settings, filters and layout as a Template for reuse later and share it with your team. Templates encompass all settings on a module.

In this example from the Transform Data module, the "Extract Company Name from Website URL" template will populate a Company Name value from a website URL.

Templates are also the building block that enables automation in Insycle.

You can schedule a template to run automatically on a set schedule on its own. For example, you might automate a template that deduplicates contacts based on their name and company name.

Or, you can bring multiple templates together in a Recipe and schedule them to run automatically. 

To create a Template, click the Add button (+) and give your template a name, then click the Save button to save it for future use.

Learn more about using Templates.

When you click the REVIEW button in a module, a dialog will pop up and ask you to choose between creating an automated schedule or manually running the template just once now.

Automation

You can schedule templates to run automatically on a set schedule. Templates can be scheduled to run hourly, daily, weekly, or monthly.

Run Now

If you do not want to automate your template and only want to run it one time, immediately, click the Run Now tab.

Here, you can select which records you would like to be included in the run. To select records individually, select them in the Record Viewer on the module screen.

You can also automate by adding Insycle Recipes to HubSpot Workflows. 

Recipes are a sequence of templates that have been chained together and will run from a single trigger. You could tie multiple templates together that deduplicate contacts, format names, format phone numbers, associate them to companies, and standardize their address.

The example below shows a HubSpot Workflow that includes two Insycle Recipes where Insycle will format and deduplicate contacts after they fill out a form and before the contact is assigned to an owner.

To view existing scheduled automations, navigate to Operations > Recipes in the left-hand menu.

To learn more, see Integrate Insycle with HubSpot Workflows.

Daily & Weekly Automations:

• Run after the nightly sync between your CRM and Insycle
• The nightly sync can take different amounts of time each night, so automation start times vary each night
• Based on US time zones
• Example: A template might start at 3:01 AM EST one day, 3:03 AM EST the next

Hourly Automations:

• Run once per hour
• Start time within the hour may vary

Details:

• Insycle follows the standard practice of having data processes take place at night to reduce system load during the workday
• The exact timing of automations can vary from day to day based on the nightly sync duration
• Users in non-US time zones may see syncs and automations occur at different times of day
• Use the Activity Tracker to see when operations are running

To view existing scheduled automations, navigate to Operations > Automations in the left-hand menu.

On this page, you can see all currently scheduled automations. Additionally, you can see if an automation is active and whether or not it was set up in Preview Mode or Update Mode. If it is in Preview Mode, your data will not be updated when the automation runs; a sample CSV will be generated showing what the changes will be when run in Update Mode.

On this page, you are provided with the following information about each scheduled automation:

• App - HubSpot, Salesforce, Intercom, Pipedrive, etc.
• Account - The account that the automation has been scheduled on. This is useful if you have multiple accounts on the same platform or are using a demo/sandbox account to test changes.
• Module - The Insycle module used to schedule the automation.
• Type - Record type affected by the automation—contacts, companies, deals, custom objects, etc.
• Active/Preview/Export - Is the automation actively running? Is it in Preview Mode? Is it an export? Exports simply export data from your CRM and do not update data.
• Template - The Insycle template name used to schedule the automation.
• Schedule - When the automation is scheduled to run.
• Created by - Who originally created the automation.
• Last Updated - When was the automation last updated or changed.

To deactivate a scheduled automation, navigate to Operations > Automations in the left side menu.

Select the automation that you would like to deactivate and turn off.

Click the Edit button (pencil icon) above the list.

On the template schedule, you can enable or disable the Active toggle, change the run order, or alter the schedule.

Insycle's throughput is generally 200 records per minute for a simple update. For example, changing an owner of a record in bulk from Jane Johnson to John Smith.

However, more involved processes can take longer. For example, when merging three deals into one, the system may need 20-40 operations to update and re-parent all the related activities from the duplicates into the master.

The throughput is across all operations; when running multiple operations in parallel, they affect the throughput and may take longer to update your database. 

All data updates made through Insycle, whether automatically or manually, are available in the Activity Tracker.

Navigate to Operations > Activity Tracker in the left side menu.

This provides you with detailed automation about each operation run within Insycle.

The Activity Tracker includes information and statistics about every operation:

• Usage: User, account, module or app, record type, template
• Run ID: Unique ID of the operation with a link to download a CSV report of the records affected by the operation
• Timing: Start, finish, and duration times
• Record counts: Total number of records included in the process, how many succeeded, failed, updated, were created, deleted, or remain unmodified
• Type: Manual vs. automated operation
• Mode: Preview or Update
• Recipe: hover to see the corresponding Recipe Run ID, when applicable

Each CSV report includes:

• Record ID
• Record Name
• Deeplink to the record in the native CRM
• Values "before" and "after" the operation
• Additional fields based on the specific modules and selection.

Learn more about the Activity Tracker: Audit Trail and History.

Insycle processes approximately 200 record updates per hour. Running operations on your entire database can create a significant backlog, especially if these operations are scheduled too frequently.

Best Practices for Efficient Automation

Limit the Scope: Avoid setting overly broad filters or running operations without any filters.

Focus on Recent Changes: Instead of scanning your entire database, limit automation to records modified within a specific timeframe.

Keep Operations Focused: Use targeted filters to prevent Insycle from getting overwhelmed with large tasks. For example, when associating contacts with companies, filter for contacts without an associated company ID.

Avoid Automating Frequent Full Database Scans: Scheduling large operations to run every hour for your entire database is impractical and will cause performance issues. If you need to run something frequently, make sure it is very targeted.

HubSpot Alternative for Real-Time Updates: For near real-time updates, consider integrating Insycle with HubSpot Workflows instead of scheduling automation through the Insycle platform. This ensures that Insycle only processes records that meet specific criteria, such as running Insycle Recipes after a customer submits a contact form.