Answered

Let contacts update their own info

Ok we want to use Insightly to help build and maintain a network, and one way of doing that is letting people keep their own information updated. Can this be done in any way? Giving people access to their own information and letting them update it? 

1

Comments

25 comments
  • Hi Donnie!

    Thank you so much for your question!

    I can totally understand why having a feature like this would be helpful. Insightly doesn't have the ability to allow contacts access to that information, only users can access information within Insightly. 

    As a workaround, you could make a generic user and manage the permissions on that user so that customers can log in and update just their record. It would take a couple of extra steps but that could be an option. 

    Thank you!

    0
    Comment actions Permalink
  • Ok thanks.

    Creating a generic user is a theoretical possibility, but having 2000 users would not be realistic out of a cost perspective. 

    0
    Comment actions Permalink
  • @Donnie - Not a problem, happy to help! 

    I totally understand that option wouldn't be feasible. I should have clarified, so that was my fault.

    I wasn't saying to create one user for every contact. Overall, my idea was that you create 1 single generic user that you feel comfortable giving your contacts the email/password login for, but it would be difficult to fully shield them from seeing other records than their own.

    It's definitely just an idea and you can absolutely take from it would could work best for you! :)

    Have a great day! 

    0
    Comment actions Permalink
  • Ok what about if we have a web form sign up? if a customer signs up with the same email address that we already have on file, do they update their info then or does that create a duplicate?

    0
    Comment actions Permalink
  • @Donnie - You could use the webform, actually. It might require a few extra steps but basically, your contacts could fill out the webform and that would create a new record for them with the updated data. Then you could merge their existing and new records together to make one record. 

    That is definitely an option as well. 

    Good thinking!

    0
    Comment actions Permalink
  • Ok so the system wouldn't recognize the current email as one I already have? so it always created duplicates?

    0
    Comment actions Permalink
  • @Donnie - Our duplicate detection process, which would normally prevent you from creating multiple records doesn't apply to the web to contact form, so you will get an additional record created when they fill out the form. 

    If you already have a webform established, you can fill it out yourself with information matching an existing record to test it. 

    0
    Comment actions Permalink
  • Hi - I'm new to Insightly and am interested in a feature like this for rolling out a membership list where all my members (>2000) are able to update their details from time to time. I was thinking a webform might be possible but as Mr Lygonis mentions, I'd basically have to create a webform, which I ask all my members to complete, then merge that data with my existing database. It sounds possible at least. Please could you point me towards where I can learn about webforms and creating this? thanks

    0
    Comment actions Permalink
  • Hi Oliver!

    You can read more under our Web to Contact or Web to Lead webforms.

    I hope this helps!

    0
    Comment actions Permalink
  • Hello Insightly Members, 

    We put together an effective solution for this need involving Mailchimp, Podbox, and Insightly CRM. Here are the general steps to allow contacts to update their own contact information:

    1) Integrate Insightly with Mailchimp using Podbox: ALL Insightly Contacts to ONLY ONE Mailchimp List named Podbox.

    2) Edit Mailchimp's custom fields and Update Profile Form for the Podbox List. 

    3) Send ALL subscribers the Update Profile Link.

    All your contacts will be able to update their Mailchimp data (live data from Insightly synchronized via Podbox) using the Update Profile Link. After your contact updates their contact information, the updates will appear in Insightly CRM corresponding with their respective contact record.

    I will keep you up to date when we do a blog with video tutorial on this topic ! In the meantime, please let us know if you have any questions or concerns.

    Thank you,

    Micah Feldkamp

    1
    Comment actions Permalink
  • Micah,

    A bit confused...  How does Podbox fit into the process?  Do I load it as an app to my Gmail, Insightly, or Mailchimp?

    Thanks.

    0
    Comment actions Permalink
  • Hi Dave, 

    Recently, Podbox went out of business. Fortunately, there is a similar tool called Piesync which syncs custom fields. I will let you know if Piesync can get the job done in the next coming weeks. 

    The process works like this:

    1) Contact data is held in Insightly

    2) Contact data gets synced to Mailchimp via PieSync

    3) Mailchimp has a profile update tool allowing users to update their Mailchimp contact information with a link to embed in your campaign messages

    4) After users update their Mailchimp information the data gets updated in Insightly with the help of Piesync

    Let us know if you have any additional questions.

    Thank you,

    Micah Feldkamp

    0
    Comment actions Permalink
  • Micah,

    When I checked the Connections page on Piesync, both Insightly and MailChimp are shown.

    I guess I need to set up my account with Mailchimp, and then give Piesync a whirl....  Free 14 days trial may solve me issue.  I did a migration from imported contacts from an old Gmail Apps account to my new one, and then a csv of that data into Insightly.  Seems that the transfer of data between the two Gmail accounts was less than perfect.

     

    Thanks.

    0
    Comment actions Permalink
  • Yes, that would be my recommendation. When did you do the migration?

    Thank you,

    Micah

    0
    Comment actions Permalink
  • 9/17 to be exact.

    I think this will be good.  Most of my list is years old.  I did a manual culling of what I wanted in Insightly from it, and this should give me an idea of what are still good emails when I send the update request.

    Do you know if Piesync will delete contacts in Insightly that are determined to be a bad, i.e. no longer good, or if they unsubcribe?

     

    Thanks.

    0
    Comment actions Permalink
  • Hi Dave, 

    If it had not of been so long ago, we would normally recommend redoing the import correctly, but in your case, it may be best to continue on the route you are already on considering there may have already been a lot of changes to your current data. If your Gmail account has an export feature telling you what records were updated and when (Insightly already does)... it may be feasible to update the original CSV file correlating with the records updated in Gmail & Insightly, delete the data from both Insightly & Gmail, and redo the import. This is a messy procedure and you will lose links in Insightly among other things - see quote below...  Let us know if you need help with cleaning and updating your data.

    "Are you sure you want to delete 1 contacts ?

    All notes and files for these items will also be deleted, and emails, tasks and events linked to these items will be unlinked

    Any items currently linked to these 1 items will no longer be linked."

    I do not know if PieSync will delete Insightly contacts that unsubscribe or are listed as SPAM. I will update you after our call with PieSync this week.

    Thank you,


    Micah

    0
    Comment actions Permalink
  • Dave,

    I have all the information we need to perform the PieSync integration, however, I do not recommend doing so at this time as PieSync is still lacking the development we need with Insightly CRM default fields. 

    For example, PieSync will not allow us to update titles, phone numbers, addresses, multiple email addresses, organizations, or websites. They suggest -if you absolutely need to have Mailchimp update Insightly- to take all of the default fields that cannot be updated and copy them to custom fields since all custom fields are available for update. Again, I do not recommend this as it can interfere with a number of other connected applications and Insightly emailing services, plus in my opinion, defeats the purpose of PieSync's intended purpose and could potentially cause you unnecessary, additional work and potential errors with communication. If I may add, I recommend PieSync for more common use cases as they are an excellent company with many happy customers. This use case is just not feasible right now.
     
    Note: They plan to update their software weekly and hopefully have the default fields fully available in the next 3-6 months. 
     
    Let me know if you have any questions.
     
    Thank you,
     
    Micah
    0
    Comment actions Permalink
  • Hi Micah:

    Dave's reply is here:

    Micah,

    Thanks for the heads up. If you get more updated info, please let me know.

    0
    Comment actions Permalink
  • Thank you, Lyla. 

    Glad I could shed more light on this project. Will update you with more information as it becomes available.

    Micah

    0
    Comment actions Permalink
  • Hi Insightly Team, 

    I set up Insightly last night and have brought in 2000 contact records which I have been going through and updating.  However what I was really looking for was this feature Donnie has requested where contacts could update their data themselves.  

    Please could you add this to the future features lists as good accurate data increases the chances of a successful sale.

     

    Thanks

    Khalid

    0
    Comment actions Permalink
  • Hi Khalid:

    If this is a feature you would like to see, you may want to check our Idea's and Suggestions page to see if another user has started a post for you to vote and comment on. If you don't find it you can start a new thread. This article goes over the process in detail.

    0
    Comment actions Permalink
  • Hi Khalid,

    Currently, we are waiting for PieSync to develop the syncing of their default fields with Insightly and Mailchimp's custom fields. Once their system is more developed, we will have an automated solution that let's contacts update their own information. 

    In the meantime, you can...

    1. Configure Mailchimp to manage all of the custom fields you want contacts to update
    2. Send out an email blast using Mailchimp's profile update link
    3. Export the Mailchimp data to a CSV file periodically
    4. Use Insightly's import update feature to update the contact data in Insightly

    This workaround is not automated, although you will reach your goal.

    Micah

    P.S. THANK YOU INSIGHTLY FOR THE NEW IMPORT UPDATE FEATURE!!! :)

    0
    Comment actions Permalink
  • Hello, 

    Please watch my tutorial here to learn how to setup Insightly with Mailchimp and Zapier using the Insightly Update Contact Action. 

    Thank you,

    Micah

    0
    Comment actions Permalink
  • @Micah Feldcamp

    You are indeed an Insightly Hero. Your solution/s here is/are the the sole reason I'm choosing Insightly. I am managing a personal network, and want to be able to send a link to a form to people's SMS and/or email and let them update my information for them. Thank you again!

    Perchance there is a CRM that allows this natively? 

    0
    Comment actions Permalink
  • Thank you, Derrick.

    I saw your message on the YouTube video... I don't know of an affordable, great CRM that has this feature. If you do find an affordable CRM with this feature, I'd be take a hard look at their other features and question why they put their limited resources into this specific feature. Insightly does great at the core CRM functions and knows when to hand the baton to their partners to finish the job like in our case here with Zapier and Mailchimp. Many other CRM service providers do the same and it's a good strategy to plug into the software marketplace while providing excellent value and flexibility to you - the customer.

    I'll update this thread when PieSync offers custom syncing with default fields and custom fields in Mailchimp. That would make this process even more seamless!

    Always happy to help,

    Micah Feldkamp 

    1
    Comment actions Permalink

Please sign in to leave a comment.