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 and phone numbers, associate them with companies, and standardize their address from a single trigger. Recipes are extremely powerful.

HubSpot users can also incorporate Insycle Recipes into HubSpot Workflows, while Salesforce users can integrate Recipes into Salesforce Flows.

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 once, right now, click the Run Now tab. This can be useful for one-off processes or if you want a preview CSV to see how your template settings will affect your data or to share with others.

Templates are a key concept in Insycle. In each module, you can save the configuration, settings, filters, and layout as a template for later reuse and share it with your team. Templates include all settings within 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 new template, click the Add button (+) and give your template a name, then click the Save button.

Learn more about using Templates.

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 and phone numbers, associate them to companies, and standardize their address.

To view or manage recipes, navigate to Operations > Recipes in the left side menu.

Insycle offers pre-built Recipes for common data management tasks while also allowing you to build and save custom Recipes to solve data issues that are unique to your organization.

Using Recipes, you can create a defined process for dealing with issues for specific record types and fields.

You can schedule Recipe automation (for templates in modules that allow automation) directly on the Recipes page.

Additionally, Recipes can be integrated into HubSpot Workflows and Salesforce Flows.

Learn more about Recipes.

You can also automate processes by adding Insycle Recipes to HubSpot Workflows or Salesforce Flows. 

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 learn more about integrating Insycle Recipes with HubSpot Workflows or Salesforce Flows.

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 look up when a Recipe or template was processed

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

On this page, you can see all currently scheduled automations. It indicates if an automation is Active and whether or not it was set up in Preview or Update Mode. If the Preview box is checked, 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.

The table provides you 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/App - The Insycle module or app in which the automation will run.
• Type - Record type affected by the automation: contacts, companies, accounts, leads, deals, custom objects, etc.
• Active - Box is checked if the template or recipe is currently set to run automatically.
• Preview - Checked if the template or recipe is set to Preview Mode (if it is unchecked, it is in Update Mode).
• Export - A checkmark indicates the template exports a CSV of your CRM data without making any updates.
• Order - Priority sequence for automations that have the same schedule. 
• Template - The Insycle template or recipe name.
• Schedule - When the automation is scheduled to run.
• Created by - The Insycle user who created the automation.
• Last Updated - The date and time the automation settings were last updated.

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

Select the automation.

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

In the Template popup on the Schedule tab, you can:

1. Change the schedule for the automation runs.
2. Modify the Run Order. This will determine the sequence of automations scheduled to run at the same time. For example, if you have three templates set to run Daily.
3. Enable or disable the automation using the Active/Inactive toggle.

On the Notifications tab, you can update the email recipients who will receive the CSV report when the automation runs.

Insycle's throughput is generally 200 records per minute for a simple update. For example, changing the 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. 

A record of all data updates made through Insycle, whether run automatically or manually, are available in the Activity Tracker.

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

This provides you with high-level stats as well as access to a detailed CSV 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 - Checked if the operation was triggered manually; unchecked if it was automated
• Mode - Checked if the operation ran in Preview mode; unchecked means Update mode
• Recipe - Checked if part of a 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.

Use Filters to Limit the Scope: Avoid using overly broad filters or running operations without any filters at all. Filters target the subset of records you really want to work on. This prevents Insycle from getting overwhelmed with large tasks.

Focus on recent changes: Limit operations to records modified within a specific timeframe.

Exclude records that don't require a change: For example, when associating contacts with companies, look only at 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 targeted to a specific subset of records.

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