HubSpot Cleanse Data Overview

Insycle's Cleanse Data module supports 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 the module.

Step 1: Explore Fields and Their Properties

Before standardizing and making your data consistent, you need to know what is currently in your database.

Navigate to Data Management > Cleanse Data, then select a database and record type from the top menu. Explore the templates for an existing solution that may be close to what you need as a starting point.

Under Step 1, all fields for the record type are listed. This is not the record data itself, but the meta information about the fields in the database.

The list displays the properties for each field, including the field's name, type, whether it's editable, the number of distinct values, and the number of empty values. Learn more about interpreting these properties in the Advanced How-Tos below.

Step 2: Explore the Record Values for the Field

Under Step 2, select a field to explore from the Field Name dropdown. 

Once selected, the different values found in this field will populate the Record Viewer at the bottom of the page. Click the checkbox to expand a value set. You can select multiple values to see the records for several values together.

This opens up a secondary Viewer below the first, where you can review the individual records that have the selected value(s). The field you have been exploring won't automatically appear here, so you may need to add it to the layout. 

Step 3: Select Records, Specify Changes, and Update CRM

You can make straightforward A-to-B updates or deletions from within the Cleanse Data module. If, after analyzing your data, you need to make more complex updates, use one of Insycle's other powerful modules. Refer to the Tips for Cleansing Data section below for suggestions.

In the Record Viewer, check the box for the values you want to update. Or, to make more granular changes, select individual records in the secondary Viewer.

To update the selected values, under Step 3 on the Update tab, specify what the selected field values should be changed to. In this example, all records with an Industry of "Tech" will be updated to "Technology."

Click the Update button and confirm the change.

Use the Delete tab to completely remove the selected records from your CRM. 

You can save your settings as a template so that future cleansing tasks will not need to be reconfigured.

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.

With the Activity Tracker, you have a complete audit trail and history of changes made through Insycle. 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.

Examining the information about each field can provide clues about data cleansing opportunities.

Field Label vs. Name

The Field Label is shown in the CRM interface, while the Name is the column header in the database. 
If two fields have a similar Field Label, such as "Phone" versus "Phone Number," looking at the underlying field Name may reveal different information that clarifies the actual purpose. You could update one of the Field Labels to reflect the difference.

Type, Value, and Writable

• Type – Field type, such as a picklist, number, text string, date, timestamp, true/false (boolean), etc.
• Value – Describes the type of data stored in the field, such as text, number, date, true/false, etc.
• Writable – In the Insycle app, checked = True, indicating the field can be edited. 

Unique Values

This is the count of different values that appear in this field across all records. This is a great place to explore data and see if there is anything worth examining. You could answer a question such as, "How many different job titles do we have?" It can also indicate a problem in fields where only a few values should be used, such as Industry or Product. This is especially relevant in fields that should be limited to a picklist or Yes/No values.

Empty Values

This is the number of records that don't have any value in the field.

Any field with a high number of empty values may indicate that the field is unused or abandoned and requires cleanup. It could also indicate that the field hasn't been set to be included in Insycle's dataset, or that there's a syncing issue between Insycle and your CRM.

To refresh 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).

If you still see data in your CRM, but there is a high number of empty values, contact Insycle support.

You can export the information for all fields in your CRM by clicking on the Export button in Step 1. This will include all the field information, not the records. 

If you'd like to see more information for each resulting record, you can alter the fields in the secondary Record Viewer by using the Layout tab in Step 2.

If you know a field in your CRM is used regularly but the empty values column for that field is high, it could indicate the field is not syncing between Insycle and your CRM. 

To investigate, first check your field inclusion settings. Navigate to Settings > Fields and verify that the Included toggle is enabled for the desired field. You must have Admin or Owner permissions to manage field inclusion.

If the field is already set to be included, 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.

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 2.

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.

A "-1" can appear when field values are not currently stored in Insycle. It indicates that the HubSpot field is not syncing. To verify or change this, go to Settings > Fields and review the Included column settings.

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. 

You can use this to look up an operation in Insycle's Activity Tracker or get more help from the Insycle support team.

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 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.