6 things to do before you sync your data with PieSync

syncing and organizing your contact data

You've signed up for PieSync and you're really excited to start syncing your apps. But pressing that sync button is scary, right?

It's like hitting send on that newsletter to your entire mailing list. You'll eventually need to stop dithering and send it, but there are a few things to check beforehand to make sure everything's set up correctly.

Just as any pilot has their flight safety checklist, we've compiled a pre-sync checklist to make sure you get the best results from PieSync.

Here's what to do before you hit that sync button so you can stop worrying and start syncing.


1. Check if your sync looks 100%

Before you start your sync, take a moment to make sure you've set up the right rules and filters to create the most accurate sync between your apps.

Do you have tags, labels or other segmentation in place to...

  • Sync precisely the right data from your source app?
  • Clearly organize the data in your target app so you know where it's come from?

With clear segmentation in place in both apps, you can create the most effective sync with PieSync.

In the example below, we've used filters to only sync specific contacts from Office 365 and add them to a set list in HubSpot for easy organization:

PieSync filters and if/then rules

 

2. Pause other syncs

Do you have any other integrations running? These could be other syncs using PieSync, Zapier, or native integrations inside your apps. Turn these off or pause them, as leaving them on could lead to unpredictable results.

Some CRMs also show you which one-way integrations you have set up, so take a look in your account settings and see if you're already syncing some data to other apps. If you use HubSpot CRM, for example, you'll see an area like this in your Account Settings:

HubSpot active integrations

 

3. Back up your data

Remember to back up your data! This is important to do now before we start cleaning up contacts that don't need to be synced. It's easier than you might think to get too enthusiastic and accidentally delete the wrong list.

For your phone contacts, you can turn automatic backups on for Google Contacts , iCloud and Contacts+. These might already be enabled, so you can easily go back to a state prior to a sync. However, don't gamble on this being the case, so always check that your data is backed up before you start syncing.

It shouldn't take long to make a backup of each app before you create a new sync, and it's always well worth doing before making any changes to your data.

 

4. Clean up your contacts

If there are contacts you know your business doesn't need anymore, now is the perfect time to delete them. You should also delete contacts that are outdated or invalid, such as email addresses that keep bouncing back, phone numbers in the wrong format, misspelled names, etc.

Not only does cleaning up your database make your data more accurate and easier to navigate, it can also save you money on your app subscriptions.

To begin with, make sure the apps you're syncing are free of duplicates. Google, iCloud, Outlook and many CRMs have 'find and merge duplicates' features to easily find and fix duplicate contacts.

In Google Contacts, for example, you have a handy 'Merge & Fix' function right on the dashboard when you log in:

Google Contacts merge duplicate contacts

To clean up your CRM, search their help desk for best practices or ask your account manager for their advice.

In your data clean up, you could also remove:

  • Incorrect or outdated data, such as email addresses with hard bounces
  • Contacts that have opted out of all communications
  • Other contact data that has no value to you, such as data for unqualified leads

But remember – back up first!

 

5. Do a manual check

In your next step before syncing, perform a quick sanity check by manually scrolling through your data to check for any data errors, old data or duplicates that catch your eye.

This doesn't have to take long, but allocate at least a few minutes to manually check how your data looks post-clean-up.

Does your data look cleaner, or do you need to go back and do a more thorough tidy up before syncing it with other apps?

 

6. Run a test sync

If you want to test PieSync on a limited dataset before clicking the 'go' button for real, you can apply some rules to narrow down the sync.

For example, you can tag a small group of contacts with a test tag:

Test sync in PieSync

If your app doesn't have tags, you can also choose to sync only a specific test email address:

PieSync test with email address

If the right contact syncs from the source app to the target app, hurrah!

Embedded content: https://www.youtube.com/watch?v=Bk_OSkK-JvQ


The first step to getting started with PieSync is with a free trial. Once you've connected your business apps, the system will guide you through adding rules and filters to customize your sync.

With the recommended steps in this post, you'll soon be good to go. Happy syncing!

About Lucy Fuggle

Lucy Fuggle writes for PieSync, the two-way contact sync tool for hundreds of apps. She also works with her clients to make their brand matter with a content-rich marketing strategy.