HubSpot Bulk Operations Overview

Insycle supports bulk operations on the following HubSpot object types:

• Companies
• Contacts
• Courses
• Custom Objects
• Deals
• Leads
• Line Items
• Listings
• Orders
• Tickets

You can select the object type you would like to work with in the top menu of each module or app.

Navigate to Data Management > Bulk Operations.

Select the database and object 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 an object from this task. With this filter, you're telling Insycle what records you would like to update.

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

When you click Search, Insycle will list matching objects 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 in the Record Viewer.

Make the Same Bulk Change to All Records

Under Step 2, make sure you are working in the Update tab. When this action is applied, any 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

When working with HubSpot contacts, you can add the records to a sequence that supports your team's sales efforts. When saved as a template and included in a Recipe, it can be added to your automated processes or integrated with HubSpot Workflows to enable hands-free, efficient sequence enrollment.

Any Insycle user can enroll contacts into a sequence, as long as that sequence is accessible to a HubSpot user with a Sales Hub Professional, Service Hub Professional, or Enterprise seat.

Under Step 2, click the Enroll tab.

• User: Select a HubSpot user who has visibility into the target sequence. The user must have a Sales Hub or Service Hub seat at the Professional or Enterprise level.
• Sequence: Select the sequence to enroll the contacts in. The available sequences are populated based on the user’s visibility settings. (See HubSpot’s guide on sharing sequences.)
• Sender: The sequence will be sent from the user or email address you configure. There are two Sender options:
  • Owner Property (Dynamic): Emails are sent from the contact’s assigned owner (i.e., Customer Success Manager). 
    • Choose an owner property on the contact record (e.g., Contact Owner or Customer Success Owner).
    • Insycle will automatically send emails from the current owner of each contact. For example:
      • Contact 100 → Owned by Drew → Drew is the sender.
      • Contact 101 → Owned by Jane → Jane is the sender.
    • Each owner’s email address must be connected to HubSpot.
    • Note: The selected User (who controls sequence visibility) can be different from the contact owners.
  • Mailbox Address (Static): Emails are sent from a specific email address.
    • Type in the sender email address.
    • The email address must be connected to HubSpot and belong to the selected User.
    • Useful when the selected User has multiple connected email addresses (e.g., skyler@outreach.acme.com and skyler@acme.com).

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 objects to apply the change to (you could do All, but if you have a large number of records, you may just want to do a chunk for your preview), then click the Run Now button.

Insycle will generate a preview CSV and send it to your email. Open the CSV file from your email in a spreadsheet application and review the values for each row.

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 HubSpot. 

If your results don't look as you expected, return to your filters in Step 1 and actions in Step 2, and try making some adjustments. Then, preview again.

Apply Changes to HubSpot

If everything in your CSV preview appears correct, return to Insycle and proceed with applying the changes to the live HubSpot data.

Under Step 3, click the Review button; this time, select Update mode.

On the When tab, you should use Run Now the first time you apply these changes to HubSpot. If you have a large number of records, consider selecting a smaller batch to assess the results in the CRM.

After reviewing the results in HubSpot and confirming the operation runs smoothly, you can save your configuration as a template and set up automation so that this bulk operation executes on a scheduled basis. If you have several templates you'd like to run together automatically, you can create a Recipe, which can then be integrated into HubSpot Workflows.

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.

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

On the Notify tab, select the send option appropriate for your automation: Always send, Send when errors, or Do not email.

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, select Automate and configure the frequency you'd like the template to run. When finished, click Schedule.

You can view all your scheduled automations at any time on the Operations > Automations page.

When you have a solid set of templates that reliably update your records, you can put them together into a longer, ordered sequence as a Recipe. Then, you can schedule that Recipe to run on a consistent, set schedule. Your templates will run one after another in the order that you set.

To add your Recipe to a HubSpot Workflow, it must be automated and set to Execute as HubSpot Workflow Action.

Learn more about integrating Insycle Recipes with HubSpot 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 Operations > Activity Tracker, search by module, app, or template name, then click the Run ID for the operation.

Bulk deleting secondary email addresses from HubSpot contact objects is simple with the Bulk Operations module.

First, you filter your data down to the records that contain multiple email addresses. The "Additional email addresses" field is unique to Insycle, parsed from HubSpot's standard email field.

Then, you tell Insycle to clear the field and run the module. With just a few clicks, you've removed secondary emails from your contact objects.

Learn more about bulk deleting extra emails from contacts in HubSpot.

Multi-select fields are commonly used for tracking details such as interest in products, events attended, and other data that require regular updates.

The issue is that appending new data to existing multi-select checkbox fields in HubSpot requires re-importing your historical data along with the new multi-select data. Adding new selections to existing ones without including the previous selections in the CSV causes data to be overwritten and lost in HubSpot.

Updating multi-select checkbox fields is simple. First, using the Bulk Operations module, you use rules to filter data down to those records that you would like to update.

With the right objects filtered, you can then append or subtract data from multi-select picklists in just a few clicks.

Learn more about bulk editing multi-select field values.

When working with HubSpot, for every Insycle operation that updates or creates a record, the Run ID will be updated in the custom property Insycle Run ID. 

If the Insycle Run ID doesn't already exist in your HubSpot database, add it as a custom property with the label "Insycle Run ID" to each object type as needed. 

This object label is the only requirement for the integration to work properly. It's not dependent on the internal name or underlying API field name.

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 HubSpot records.

If you are certain a field contains data in your CRM but cannot see the values or records in the Record Viewer at the bottom of the page, it may be due to the Filter settings under Step 1.

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.

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

First, check your field inclusion settings. Navigate to Settings > Fields and select the object type. Then, verify that the Included toggle or the Automation box is checked for the specific field. You must have Admin or Owner permissions to manage field inclusion.

To refresh all the data in Insycle, navigate to Settings > Sync Status, and next to the account name, click the Sync changes from last day button (lightning bolt icon). Alternatively, you could log out of Insycle and then log back in.

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

You can update any writable field in HubSpot using the Bulk Operations module. To see a full list of writable fields for each object 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 updated to a "Yes" value.

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.

Yes, you can use Insycle to bulk delete your HubSpot data. Learn more about bulk deleting records.