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Need to match records by custom field rather than Record ID to update existing records during import

We use Insightly to capture student data so we already have student ID numbers that are attached to each student contact through the University. Is it possible to have the option to update existing records in an import by matching with student ID numbers (custom field) rather than Record ID?

Thanks so much! This will help us immensely!

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  • Nathan I assume that you do have a workaround for this issue currently? If not what we do is we added an additional step to the process whereby the first step is for the user to export the data first (this includes the record ID), then use this export to apply the updates which are then imported again into Insightly. Depending on where your updates come from and the volumes it could create other issues, mostly related to efficiency but this is the best we could come up with, in the absence of matching on a custom field. Hope they implement this soon.

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  • I have been doing that but it takes a lot of time. I can't use that export process to link a bunch of contacts (students) with projects. We are using projects to track events and then we link the contacts in order to record who attended the events. Sometimes the events have 100 people in attendance, so right now I can't figure out another way to do that which does not involve adding them one at a time. Any suggestions?

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  • Yes we sit with the same sort of problem and unfortunately, the only "solution" currently involves taking about 20 steps back from a systems automation perspective. Sad really since one of the reasons you implement a LOB system is to facilitate process improvement.

    The only other suggestion I have is that you look at placing the automation piece in the excel to eliminate or reduce the amount of work required to massage the data. So basically you would have Export (to get the ID), Massage (fetching, matching, updating, filtering etc. to get to a valid data set), and Import (to get it back into the CRM). You would probably use VBA for the Excel part and it might still be a fair amount of effort but at least it will be a one-off and not something you need to repeat each time. I'm not seeing us getting this capability from Insightly any time soon so it might be worth the investment?

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  • Are you talking about an Excel Add-In? I tried to look around on the website for an Excel Add-In and couldn't find one.

    I did see that there is an Insightly integration with G-Suite so I downloaded that side bar because I usually receive data through Google Sheets. After I downloaded it, I went into Google Sheets but the sidebar was not showing up. It looks like the sidebar only shows up when I am in Gmail. 

    Does the G-Suite Integration have the "Massage" capability you mentioned for Google Sheets?

    Thanks!

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  • Nathan

    Sorry no, the 'massage' piece I refer to is just a name for everything you need to do to get your data in an acceptable format. Our 'massage' piece is a collection of VBA that eliminates the need to manually fetch the data and parse, concatenate and/or transform it so that it makes sense to import. Sort of like an ETL process. Depending on what you need to do you could look at zapper.com. There you will find a host of connectors that will allow you to integrate external systems with Insightly.

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