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Thanks for stopping by to review Salesforce integration to your Marketing Automation solution. 

Today’s topic for discussion is Salesforce Integration and how it works with Marketing Automation software.

This is an exciting topic that has helped many businesses and organizations get the most out of their sales and marketing departments.  

But to get there, you have to link these two essential software types seamlessly.

So let’s dig in! 

See how Salesforce Integration works below in our Constant Contact example.

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We’ve put together a clear guide that will help you through the entire setup process. We strongly believe that once everything is up and running, you’ll be in a better position to manage your customer databases and eventually achieve your goals.  

First things first, what are the packages that our Salesforce subscribers can access?

Free Plan:

  • We have a single integration for Leads, Contacts, or Accounts scheduled every 24 hours.
  • If you require more features and functionalities on your free plan, we have Add-Ons to meet each of your integration requirements.

Basic Plan:

  • Get your business started with our natural point and press integration to save time integrating.

Professional Plan:

  • You'll enjoy 6-hour scheduling inclusive of all features.

Enterprise Plan:

  • Real-time integration with your business plans and scheduled phone support. Allows multiple Marketing Automation Accounts to be synced with a single instance of Salesforce and vice versa. 

Pricing

The size and types of your business will determine the plan that works best for you. Pricing will also be different depending on your chosen plan.  This is the pricing strategy for every plan.

Here are some of the platforms supported by our “Built on Salesforce” software: 

What Do You Use SyncApps For? (Why SyncApps?)

This is what you will achieve with the Integration of Salesforce and Marketing Automation (using SyncApps):

  • Sync your Contacts, Leads, Person Accounts, and Campaign Members to Act-On Software, Constant Contact, Delivra, ExactTarget, or Salesforce Marketing Cloud, Mailchimp & VerticalResponse.
  • Integrate Accounts, Person Accounts, Contacts & Leads | Sync Campaign Metrics | Sync Lists, Groups, Segments | Add/Remove from Lists/Groups based on rules | Opt-outs synced bidirectionally | Custom Opt-outs supported | Custom Field mapping | Scheduling & real-time integration

You do not have to stress with the integration process. Reach out to our support team to ease up the process and customize it for you. Here is a quick overview of how one of our Salesforce partners implements the process.

Getting started with your 2-week trial!

Let's take a look at Step-by-Step how to integrate Salesforce. 

Use case below is for a Constant Contact subscriber, and the same process will apply to Mailchimp, Delivra, Klaviyo, Drip, and other marketing automation solutions supported. 

SALESFORCE INTEGRATION ROLE PERMISSIONS:

  1. API Enabled permission to access any Salesforce API
  2. Object permissions for all needed
  3. Page layout assignments for all required by your role
  4. Record type assignments if using record types
  5. Contacts
  6. Leads
  7. Accounts
  8. Campaigns
  9. Campaign Members
  10. Campaign History
  11. Custom Fields
  12. External data source access
  13. The detail and edit pages
  14. Related lists
  15. List views

NOTE: For integration, make sure that "View All Data" is checked on the user's profile.
Profile > Administrative Permissions > View All Data

 

Step 1: Salesforce

  • First, you need to create a Sync Profile, just another term for integration, which can also include Add-Ons, Field Mapping, and more.
  • Then enter your Profile Name. The Sync Profile Name is just a description for you to remember the Sync Profile that you created.
  • Next, enter Salesforce credentials. Grab your Salesforce credentials, and if you have questions, please hover over any SyncNotes tooltip to get more information.
  • Next, enter your Salesforce Security Token. To find your Security Token, go to your Salesforce account, then Settings, and find “Reset My Security Token” on the left side. Press the “Reset Security Token” button. The security token will be sent to your inbox.
  • Then, copy the token and paste it into the Security Token text box. You can hover over SyncNotes if you are uncertain.
  • Next, select Object Type to Sync. If you’re satisfied with your settings, you can proceed to Step 2.

Step 2: Constant Contact

  • Enter Constant Contact credentials. Connecting to Constant Contact is super simple. Press the button to log in to the account to validate your Sync Profile. Hover over SyncNotes to learn what Main List is all about. To check your Main List, you can go to your Constant Contact account and choose your preferred Main List. You can copy and paste it to the Main List text box.

Step 3: Sync Add-Ons

  • After that, you can select some Add-Ons. The Sync Add-Ons screen allows you to choose the Add-Ons you want for each software you choose.

Step 4: Field Mapping

  • Field mapping from your chosen software one and software two allows you to update existing records or new records with ease.

Step 5: Filtering and Segmentation

  • Filtering takes CRM records, filters them based on specified criteria, and syncs your records into your target application.
  • Segmentation sync records from each defined segment into separate lists or groups.

Step 6: Sync Scheduling

  • Sync Scheduling can be set up on paid plans.
  • Sync on Demand is available on all trials to allow quick testing of your software integration.

Sync Profile Page

  • Press the Sync Now button from the Sync Profile screen to sync your data immediately.
  • Wait until the Sync Process is complete.
  • After that, you can view Sync Summary in Sync Logs.
  • Visit your Salesforce Contacts to see if they are Synced 

You’re all done!

If you get stuck and need help, please feel free to reach out to our support team 24/7.

Once you set up your Sync Profile, these are the next steps.

Best Testing Practices for Your 2-Week Free Trial

1. Ensure that you have created 2 Sync Profiles if you are using both Leads and Contacts. Select Accounts as the object type if you are using Salesforce Accounts.

2. Create one Salesforce Campaign for testing purposes. You can use our Filter and Segmentation feature in tandem with each Salesforce Campaign. Please note to have test records in it

3. Head to the SyncApps and select your test Salesforce Campaign. If you chose to use Filters, select the specific records from the precise Salesforce Campaign. Please review this link if you want to add Salesforce Person Accounts.

4. Ensure that the “Email Opt-Out” field is visible on the Salesforce Account, Contact, or Lead Page Layout. It facilitates easy testing of unsubscribes from your Marketing Automation Solution or CRM through frequent manual inspection.  SyncApps uses the default Email field in Salesforce for syncing email records between systems unless using a custom email field.

5. Go back to your Marketing Automation Solution to create and use an empty list to integrate into as the Main List mentioned in Step 2 of your integration process. SyncApps creates the list automatically if you are using Constant Contact, Delivra, and Act-On, among others. For Mailchimp, there is an option to create the Main Audience manually then input into Step 2 to make sure it is the list you want to integrate to for testing. This list will be used for the integration of all your Contacts in your Marketing Automation Solution. Press next until you get to the ‘Finish’ option.

6. Press “Sync Now” on your Sync Profile page.

7. Head back over to check your Marketing Automation Solution Lists for the 1 Salesforce Campaign synced from Salesforce, which creates its List in Constant Contact or Act-On and others or a Group in Mailchimp.  The Main List will now contain the records you placed into the Salesforce Test Campaign or those records from the Filter you are testing against the Salesforce Test Campaign.

Note: Sync on Demand is available in the Free Trial with Scheduling available on paid plans. Sync is unlimited records, Opt-outs, and Campaign(s) per Free Trial period.

Once completed, you can now remove the settings for testing and keep the features you need like Campaigns, Marketing Lists, or Filtering.

Salesforce Supported Editions

The ability to subscribe to Salesforce SyncApps is available for Salesforce Professional (API Enabled), Enterprise, Performance, Unlimited, and Developer editions. Check out the Salesforce Lightning editions supported.

Please note that due to restrictions on Salesforce Professional Edition, the ability to look-up Salesforce information and post back from applications requires adding API access to your Professional Edition organization. It will attract an additional cost to the Professional Edition.

Getting Started/Basic Concepts

Sign up for a SyncApps Account and review this help center article in detail.

Let’s get started with the basic concepts:

Opt-Out Field:

The "HasOptedOutEmail" must be accessible by API and placed on each Salesforce Layout.  You also need to make sure that the HasOptedOutEmail is visible and editable in both Contact & Lead layouts.

SyncApps does support custom Opt-Out fields if you need this feature, so please grab the Add-On for Custom Opt-Out from the Add-Ons tab in a trial or on a paid plan.

Campaigns:  

For Campaign Responses flowing back to Salesforce, there are two methods which can be synced:

  • Individual statistics: synced to the Campaign Member Object. Custom fields for Sends, Opens, Clicks are auto-created by SyncApps. Fields need to be placed on the Campaign Member layout, so they are accessible by the Salesforce API. 
  • Summary statistics: synced to Campaign Object. Custom fields for total Sends, total Opens, and others need to be created manually in Salesforce. They also need to be mapped in each Sync Profile. All newly created fields to be mapped in Step 4 of your Sync Profile under the Campaign tab need to be placed into the Salesforce Campaign layout.  Please enable this feature for Campaign Response Type. 

Step 4 Field Mapping

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Salesforce:

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Activities:

If you select to create an Activity in your SyncApps configuration, you need to make sure that each event such as Opening, Tapping will create a new Activity (Task) in Salesforce.

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Note: Place Activity CazoomiID under Activity History on our Salesforce Layout and *Clicked URL.

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Campaign Members custom fields are created when "Sync Campaign Responses" in Step 1 of any Sync Profile is selected, and the "Next" or "Save" buttons are pressed or clicked in a Sync Profile configuration.

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Getting Started - Campaign Layout Fields

Once you have created a Sync Profile (see above) from your dashboard and are on Step 1 selecting "Sync Campaign Response," check your Salesforce layouts to make sure all the fields created by SyncApps are dragged into the layouts for your Salesforce organization before continuing to Step 2.

Sync Campaign Responses feature is required in Step 1 of your Sync Profile setup before SyncApps automatically create fields.

In Lightning Salesforce:

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Did we mention that we also support your Marketing Automation Drip Email Campaigns to help your Salesforce metrics and in various ways to meet your requirements? Well, we do!

Email metrics flow back to Salesforce based on your choice in Step 1 of your Sync Profile Setup.

Sync Modes or Types:

  1. Campaign in Salesforce
  2. Activity in Salesforce
  3. Both Campaign & Activity
  4. Note + HTML Template
  5. Sync Marketing Metrics only

Please also be sure to place the Activity fields created by SyncApps on your Contact or Lead layouts.

Using Accounts Object (Person accounts) and need to see Campaign Metrics?

See here...

Three layouts need to be edited to work for Salesforce Professional Edition with API Enabled:

  • Campaign Page Layout: Add Campaign CazoomiID (optional for Enterprise Edition, but make sure the username has access to the fields)
  • Campaign Member Page Layout: Add Campaign CazoomiID, Clicks, Bounces, Forwards, etc. (optional for Enterprise Edition, but make sure the username has access to the fields)
  • Contact or Lead Page Layout: Add Clicks, Bounces, Forwards to the Campaign History related list (optional, but needed to see the metrics in Contact or Lead layout.)

Salesforce layouts check:

  • Drag Campaign CazoomiID into the Email Campaign Page Layout

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  • Drag CampaignMember CazoomiID into the Email Campaigns Member Page Layout and any fields you want to report on like Opens, Clicks, Forwards and Bounces

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  • The Campaign metrics fields placed in Campaign History layout (related lists) + Email Events will bring in the "URLs clicked" in the email into Salesforce from your Marketing Automation solution.
  • Campaign Response is synced every 24 hours. If needing Campaign metrics to sync back more frequently, then please enable this feature from the Scheduling Tab in your integration.

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SyncNotes:

For Salesforce Campaign Member Status, we always sync with the latest status, one of the following:

  • Clicked:  If the recipient clicked 
  • Opened: If the recipient opened
  • Bounced: Email Bounced
  • Unsubscribed: opted out an email campaign
  • Sent: If the recipient is a member of the Email Marketing Campaign and none of the above statuses applied.

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Note: Mailchimp API does not have an efficient way to update for "Sent" in the Campaign Member Status for Automation Campaigns (not regular Email Campaigns) as Mailchimp does not give timestamp when the actual sending is done.  This status can sometimes not always be 100% correct.

Individual Contact Record:

If you need to use Salesforce Campaigns, only then the Full Sync Add-On is required. So mainly, if you want to use Salesforce Campaigns as List in SyncApps and want to remove members automatically, this feature "Full Sync" will manage automatic Contact and Lead record removal features for Campaign members to Email Marketing Lists and Groups on each Full Sync schedule. 

This means that anytime a record is added to or removed from a synced Salesforce Campaign, created by SyncApps, it will always be in sync with the Marketing Automation Software you use today.

Need to Report on all SyncApps custom fields for Campaign Responses?   

See how it’s done here!

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Carefully follow all the above steps, and you’ll be up and running in no time.

Be sure to also check out our Subscriber’s Story below on how SyncApps helped them save 100s of hours per year!

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If you run into challenges, please don’t hesitate to drop us a line 24/7  & our Support Team will be glad to help you.  

 

See how Full Sync Works in just 3 minutes:

Does this scenario sound familiar? 

Your marketing team needs to make sure that when Sales alters a record in CRM like removing the record's Tag, taking it out of a Tearsheet, Saved Search, Marketing List, List View, or Campaign, it is removed from the List in ActiveCampaign, Constant Contact, Drip, Klaviyo, Act-On, or Mailchimp Audience and/or Group.

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Enter the Full Sync Add-On.

This feature allows you to automate your workflow around cleaning up your Marketing Automation Lists/Groups easily. You can scale your growth and spend less time on repetitive tasks using it.

Full sync depends on list/segmentation functionality, so it will be processed for these scenarios:

  • CRM or eCommerce Segmentation: List, Campaign, Tag, Tearsheet, NetSuite Saved Search or Subscriptions, in Step 1 of your integration.
  • SyncApps Segmentation: Filtering + Segmentation feature in Step 5 of your integration.

This Add-On is applicable to CRM and eCommerce platforms using segmentation to control data flow.

Grab our Full Sync from your Add-Ons tab inside SyncApps to get started.  Full Sync is available on our Paid Plans and also available to try out on our Free Trial!

Once you purchase the Add-On, you can set up your Full Sync schedule, and Contacts or Leads removal from CRM list(s), eCommerce Segmentation(s) will be removed from each type below during a Full Sync.

Act-On List

ActiveCampaign List or Tag

Constant Contact List

Infusionsoft by Keap Tag

Mailchimp Group, Tag or Audience

VerticalResponse List

Please also note that "Full Sync" and "Reset Sync Profile daily" features should not be used together.

Currently, Full Sync is only available to set up in Step 3 of your Sync Profile when the following segmentation methods are selected in your Sync Profile:

  • ActiveCampaign List or Tags
  • Zoho Campaigns
  • Zoho List Views
  • NetSuite Saved Searches
  • NetSuite Contact and Customer Subscriptions
  • Bullhorn Tearsheets
  • Highrise Tags
  • Salesforce Campaigns
  • 365 Dynamics Marketing Lists
  • SugarCRM Target Lists
  • SuiteCRM Target Lists 

For Salesforce integrations, Full Sync is only available/applicable under the following conditions:

  1. Will work if Campaign as List Sync is enabled in Step 1 but only if the Marketing List package is not installed.
  2. Will work if no Marketing List mode is enabled in Step 1 but Segmentation is enabled in Step 5.
  3. Will not work with the Marketing List package.
  4. Will work with Checkbox Field Segmentation Add-On.

Note:  If Campaign as List Sync is enabled in Step 1 and the Marketing List package is also installed on your CRM, please first uninstall the Marketing List package from CRM for the Full Sync feature to work correctly.

To automatically remove records from your Marketing Automation solution, when they are no longer a part of any synced CRM Marketing List, subscribing to our Full Sync Add-On is a great solution as it is the only way to automatically remove a CRM member from a synced external Constant Contact List, Mailchimp Group, and others.

Using Filtering and Segmentation with Full Sync?

Mailchimp Notes:

The Full Sync Add-On will not remove a record from a Mailchimp Group if it does not match the filter in Step 5 unless using a segmentation method in Step 1 or the "Enable Segmentation" feature in Step 5 of your integration.

Example Segmentation Method in Step 1:

Sync Salesforce Campaign/List Members to Mailchimp Group

Example Segmentation Method in Step 5:

If you want to sync all Contacts in Step 1 and just filter against your entire database, yet, still remove records from a Mailchimp Group, be sure to enable the segmentation feature on filtering in Step 5. Each "Segment Name" will be synced to a Mailchimp Group.

Please note:  The Full Sync Add-On is needed to remove a record from a Mailchimp Group or Tag if it does not match your Filter & Segmentation criteria set up in Step 5 of your Sync Profile.

If you would like to remove a record from a Mailchimp List each time the Full Sync Add-On runs, please enable this feature in Step 2 of your integration.

If you enable segmentation on filtering in Step 5, use the Full Sync Add-On, and if contact or lead is no longer part of a segment, SyncApps will remove the contact from the Mailchimp Group.

Full Sync Add-On for NetSuite to Act-On or our other marketing automation integrations?

Need to test our Full Sync Add-On for NetSuite to Act-On?

See our use case below to help you get an idea of how to do it:

1. Create a NetSuite Saved Search named "Customization Test" and let’s say it was initially 5 entries. Create an Act-On Marketing List named "Customization_Test" and set the NetSuite Saved Search to sync with that Act-On List. After this, press Sync, and all 5 expected entries will be synced in the Act-On list.

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2. Remove 1 entry in the NetSuite Saved Search and then next, trial or purchase the Full Sync Add-On from the Add-On tab inside your dashboard.

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Once Full Sync is enabled, the Full Sync option will appear in Step 3.

Note: Full Syncing will remove Records(s) from Act-On if the Record(s) is no longer a member of the NetSuite Saved Searches.

All CRM and eCommerce that support Segmentation and List sync will feature the Add-On as an option in the Add-Ons tab.

Supported Marketing Automation solutions:

  • Act-On
  • ActiveCampaign
  • Constant Contact
  • Drip
  • Mailchimp Groups (not Tags)
  • Klaviyo
  • Infusionsoft by Keap
  • VerticalResponse

3. Press the Reset Sync Process button from the dashboard and run the Sync again. The result will show that the customization really works as the Act-On List now has only 4 entries, a complete replica of the NetSuite Saved Search.

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Check out our Subscriber’s Story Here on how SyncApps helped them save time!

Experiencing issues or difficulties during testing? Reach our 24/7 team for assistance, and we’ll throw in a free Sync Profile Setup Review today!

Hey there, thanks for dropping by our integration guides.

Are you having trouble tracking your Marketing Automation solution metrics in NetSuite?

No worries; we are here to help you get all that sorted out.

So, let’s get right to it.

This is how it works:

  • Activate the "Sync Email Marketing Data"  in Step 1 of the integration setup for NetSuite integration with your Marketing Automation software. Once you send a Campaign to your specified Main List or Audience then SyncApps will automatically sync back the Marketing Metrics back to NetSuite.

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  • A Custom Record with the name “ (Your Email Marketing Software) Email History” or “ (Your Email Marketing Software) Emails-Cust” is then created.

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  • For individual Contact or Customers, we will automatically create the "Custom" sub-tab and under that, you can see the " (Name of your Marketing Automation Software) Email History" with the Campaigns and metrics he received.

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  • Email Marketing Data will sync to any NetSuite Contact or Customer Record Custom Subtab when selecting in Records to Sync, "All Contacts."
  • For testing or for targeted Campaigns, first, create a Contact or Customer Saved Search configured in your Sync Profile if you are using the Saved Search option. What this does is facilitate the placement of your marketing metrics in the subtab.

Note: If you select Record Type to Sync, "All Contacts," and need Marketing Metrics back to NetSuite, please also select "Create a Contact" for New Subscriber Object Type in order to have SyncApps automatically sync the metrics back to Contacts.

If this option for "Sync Email Marketing Data" is checked in Step 1, Email Marketing data (Opens, Clicks, and URLs clicked or links clicked metrics) will be synced to a custom record in NetSuite. 

The clicked URLs should be visible in the Email Events field as shown below on the Contact custom subtab:

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The custom record will be created automatically by SyncApps and capture data starting with the date of creation and on a rolling 30 days basis after a Campaign is initiated.

Email Marketing Campaign metrics land on the custom subtab on the NetSuite Customer/Contact record.

You can change the NetSuite custom subtab name to meet your needs in NetSuite.

If you need a longer rolling basis for Campaign metrics flowing back into NetSuite just reach out to our 24/7 Support so we can enable it.

Troubleshooting:

If SyncApps logs display Campaigns are synced, but no email history records are created in NetSuite follow the steps below:

  • Open menu Setup > Integration > Web Service Process Status
  • Download recent requests and response files. Your download should be similar to the screenshot below:

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  • Send both the request and response files (the latest one) to our 24/7 support team along with your Sync Profile ID or URL. We’re always here to help you make the most of our solution! 

Be sure to check out our subscriber's story here on how SyncApps helped them save 100s of hours per year!

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Subscriber:

I wanted to see the way SyncApps is treating Soft Bounces. It appears that these are being recorded along with Hard Bounces as Bounced in CRM (both in member status and in the Campaign Response field). Unfortunately, the Soft bounces are then indistinguishable from Hard Bounces.

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As you will be aware, Mailchimp "cleans" any Hard bounces from your Audience and prevents mailing to the same address.  However, soft bounces (which could be caused by a full mailbox, or other reasons) are permitted to be mailed to again, up to 7 soft bounces.

Soft vs. Hard Bounces

It would be much better if soft bounces were identified separately (i.e., Soft Bounce?) because they are treated differently to hard bounces (i.e., I would not be deleting them from our Audience or ringing up to find out if the contact has moved, for example).

If one is to be able to manage the lists via the metric data, this distinction is pretty important. Interested to hear your thoughts! 

Cazoomi:

For Campaign Response coming from Mailchimp, there are not separate soft bounce, and hard bounce calls as the API does not differentiate that information. However, for hard bounce (cleaned) status it can be synced back to a CRM custom field (checkbox type), so you can see if a contact is in hard bounce status.

Please map the field from Mailchimp to CRM today in Custom Field Mapping in Step 4 in your Sync Profile.

If you encounter any issues please reach out to us 24/7 today.

 

Hey there!

Need to map the Mailchimp Member rating back to your CRM / Financials Software?

You can map to a Text field works fine as the Contact Rating (Member Rating) is a negative number to a positive number based on Stars given.

Head to Step 4 of the Sync Profile then map the Member Rating from Mailchimp to your CRM / Financials Software. Make sure that the mapping direction will be from Mailchimp to your CRM / Financials Software.

See Mailchimp help article here...

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Sometimes when uploading leads or contact lists into a marketing software the names are missing. In integration, this can cause errors to occur when a required field in your Marketing Automation solution does not have value or it is blank when syncing to your CRM, the system of record.

Example A:

11 Apr 2019 11:39:29 INFO Updating from Mailchimp to Salesforce
11 Apr 2019 11:40:02 ERROR Unable to sync record because the Last Name is blank.
Contact [id=c99400695a0befe288c4b3859b554c2d,  emailAddress=smg@gmail.com,  firstName=,  lastName=,  created=2018-06-14T19:50:20.000Z,  lastUpdate=2018-09-19T16:41:41.000Z,  ]

For Salesforce subscribers see Step 1 of your integration to enable this feature to use "Unknown" if First or Last name is blank. If the error is just Required_Field_Missing then the solution could be to set these fields as "not required" so that the error will disappear.

Example B:

22 Nov 2019 09:33:18 ERROR Unable to sync Contact [id=f55dd24edf694e4adaf70fac408cb817,  emailAddress=chicken@gmail.com,  firstName=,  lastName=,  created=2019-10-23T11:12:37.000Z,  lastUpdate=2019-10-23T11:12:37.000Z,  ] to NetSuite. Ignored the contact because first name,  last name and company name are empty.


By default, SyncApps will ignore the contact when the first name, last name or company name are empty in Mailchimp when syncing to NetSuite in the example above yet there is a way to work around this integration issue.

To overcome this, please enable this feature in Step 1 of your Sync Profile which allows SyncApps to use the email address instead.

Use Email Address as Entity ID (Name) for new Contact or Customer 

Once enabled, please tap the "Reset Sync Process" to save the changes. 

You will need to have these required Name fields filled up in your Marketing Automation software so if you have any issues with your data migration just reach out to our 24/7 Support Team to get it sorted out.

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*The flowchart above is an example of how Constant Contact Marketing Metrics with Salesforce works.

Syncing existing Campaigns from your Marketing Automation software such as Constant Contact, Mailchimp, Act-On, Drip, Klaviyo, others to existing CRM Campaigns is not supported

But one exception for this is Zoho CRM in which we can sync back the Marketing Automation Campaign to an existing Campaign in Zoho CRM.

For other support CRM or Financials SyncApps integrations, the way it works is simple.

You can send multiple Email Campaigns to one List in your Marketing Automation software so SyncApps create a tracking campaign to track all metrics. The Campaign created by anyone in CRM is just that, a Campaign that will create a List, Group, or Segment.

If using the Campaign a List feature in SyncApps then each Campaign needs to be created first in CRM to sync with your Marketing Automation software as Lists, Groups, or Segments.  After that, any email Campaign sent to these Lists, Groups, or Segments will create a CRM Campaign of the same name as the email and track all the Campaign metrics from your Marketing Automation Software back to the CRM Campaign.

Please also note that CRM record data is synced from your Marketing Automation only if the email address doesn't exist in CRM at the time of syncing.  An exception to this rule is Mailchimp and others which use webhooks to update existing CRM record data.

 

To map the CRM Address and Mailchimp Address fields, there are two ways to go about it based on company preference. 

  1. Mailchimp Address Data Type fields
  2. Text Data Type fields 

1) Mailchimp Address Data Type fields

If using Mailchimp Address Data Type fields, please follow the rules below as Mailchimp Address Fields all need to be mapped for CRM data to flow to the Mailchimp Address.

If one field is incorrect, then the whole record will fail to sync to Mailchimp as per their API rules.

So you need to use the following mapping: Field label and type are important here.

  1. Address <> Street Address
  2. City <> City
  3. State <> State
  4. Country <> Country
  5. Postal Code <> Zip 

The 5 fields above mapping rules are only applied if you are using Address Data Type fields in Mailchimp. 

Please see here for Mailchimp address rules.

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The address data type can be distinguished in field mapping with like the screenshot below:

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2) Text Data Type fields 

Mailchimp Address fields are quite strict so the best practice is to use a text field for each address component for the 5 merge text fields for street, city, state, zip, and country.

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EXAMPLE:

If you're needing subscribers to be able to update their existing address in CRM from Mailchimp then after mapping the fields just select in Step 2 of the Sync Profile this feature below.

*Update YOUR CRM if subscribers update their profiles in Mailchimp

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Mailchimp Update Profile Form or Mailchimp Preference Center is used to accomplish updating CRM records with changed fields.

This will use mapping configuration to update data. Please make sure you configure the mapping correctly. A webhook will be set up in the specified Mailchimp Audience by SyncApps if this option is enabled.

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Hey there!

Want to know more about where to see your Marketing Metrics in Bullhorn CRM from your Marketing Automation software?

Great! Well, here's the right article for you!

This is how it works as best practice:

1. In Bullhorn, place the records inside your Tearsheet. This Tearsheet will be specified in Step 1 of the Sync Profile. Contact/Lead/Candidate>Select an Action>Manage Tearsheets

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Now that the Tearsheet is successfully created, you can also use an existing Tearsheet based on your preference.

2. In Step 1 of the Sync Profile, select the specific Bullhorn Tearsheet(s). These Tearsheet(s) will be created as separate Email Lists/Groups under your specified Main/Audience then enable the Sync Campaign Responses option.

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3. Once the sync is done, the records are now in your Marketing Automation as List(s)/Group(s).

Create a Campaign in your Marketing Automation software and make sure that the recipient is your Main List/Audience or the List(s)/Group(s) under your specified Main List/Audience.

Run the Campaign.

4. After the sync is done, the Campaign Response Marketing Metrics will now be reflected under the Contact/Lead/Candidate Notes as seen in the screenshot below:

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Need more help? Feel free to reach back out to us thru our 24/7 Support team if you have more questions.

 

Sync Campaign Response or "Want to track the Marketing Metrics such as Opens, Clicks, Bounces back to Salesforce from your (Your selected Email Marketing Automation Software)?" means that we will bring back the metrics to CRM from your Marketing Automation solution such as opens, clicks, bounces, forwards, and clicked links from any marketing sent to the List named in Step 2 of your integration.

 

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For Salesforce Campaign Member Status we always sync with the latest status, automatically, as one of the following: 

  • Clicked:  If the recipient clicked 
  • Opened: If the recipient opened
  • Bounced: Email Bounced
  • Unsubscribed: opted out of an email campaign
  • Sent: If the recipient is a member of the Email Marketing Campaign and none of the above statuses applied.

Note: Mailchimp API does not have an efficient way to update for "Sent" in the Campaign Member Status for Automation Campaigns (not regular Email Campaigns) as Mailchimp does not give a timestamp when the actual sending is done. This status is not always 100% exact. 

5 Types of Campaign Response

Create Salesforce Campaign

  • This option will create a Campaign in Salesforce from your Marketing Automation solution with the Campaign Members in it together with the individual Campaign Metrics. See the fields we create and the layouts needed to place each on here.
  • An option to only sync back those as Campaign Members who interacted with the email sent is an option to limit Campaign Member creation and Salesforce storage. 
  • When you open a specific Contact, you can also see the Campaign engagements under the Campaign History.

Salesforce Campaign is created for every email sent from your Marketing Automation solution to the Main List or Audience selected. 

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Campaign engagements under "Campaign History":

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Create Salesforce Activity 

  • If this option is selected then each event such as Opening, Clicking will create a new Activity (Task) in Salesforce. Also, an option for tracking URLs clicked and sent the event as Tasks.
  • By default clicked URL is synced to the activity description field.

 

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If you need to sync it to a specific custom field say, for example, "Clicked URL" you will need to create a new Task/Activity custom field and map it in SyncApps.

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Activity Task subject naming convention is set by SyncApps using the following logic:

If an Activity status is not mapped then status (opened, clicked, etc) will be added to the task subject

Example: Clicked email campaign: Test campaign 1

If an Activity status is mapped to a custom field then the status is not added to the task subject

Example: Email campaign: Test campaign 1

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Note: Email Event field will not be populated because events are already recorded as activities.

Create Salesforce Campaign + Activity 

  • This option is a combination of Option 1 and Option 2. 
  • IF Campaign + Activity mode is selected then the Email Event field will not be populated because events are already recorded as Activities in Salesforce.

    If wanting to have Email Events (Clicked URLs) populate the Campaign History in Email Events then only selecting Create Salesforce Campaign as Mode for Campaign Response will do the trick.

Create Contacts or Lead Notes 

  • If using this option then no extra field placement is needed. We will sync back your Email Campaign(s) to Salesforce Notes and in addition, add an attachment of the Email sent to Leads and Contacts. 
  • Please note for the Email Attachment, Salesforce Storage will be used as well so make sure you have storage available.  (Designed for Financial Institutions, Insurance Agencies, Banks and others for compliance reasons)

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Bring back Marketing Metrics only

  • This Option will create a Campaign in Salesforce from your Marketing Automation that has the total number of Campaign Metrics from a specific Campaign.  This will not sync Campaign Members which will save tons of Salesforce storage
  • To set up fields to see the total number of Campaign Metrics or the Summary please see this article linked.

After selecting the preferred Campaign Response Sync Mode in Step 1 of the Sync Profile, next, you can map the totals for the Campaign Response fields in Step 4 for the Campaigns you send out back to Salesforce.

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Check out our subscriber's story here on how SyncApps helped them save 100s of hours per year!

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Thanks for stopping by to check out our article in which we will be tackling how to integrate Constant Contact and Salesforce bidirectionally. For this setup, allocate about 15-20 minutes.

All your business data will be synced, without the hours of data entry or tracking down your colleagues. See how to connect Constant Contact for Salesforce simply and intuitively today.

Please Note: Salesforce SyncApps only works with Developers, Professional, Enterprise, and Unlimited Editions. For Professional Edition, you may need to request API access from your Salesforce sales representative. *Lightning Developer, Lightning Professional, Lightning Enterprise, and Lightning Unlimited are supported.

Before setting up the integration or Sync Profile in SyncApps, you can also start with this process where you'll create a Salesforce Campaign for testing or live then place at least a few Contacts or Leads in it with the email address using the native email address field or if using the Preferred email field.

Why is it best practice to use Salesforce Campaign/List View especially when doing a test or managing lists in Constant Contact?

  • Using Salesforce Campaign will only limit the number of Contact or Leads that will be synced over to Constant Contact, especially when doing testings and use-cases.
  • Each of the selected Salesforce Campaign/List View in Step 1 of the integration or Sync Profile will be created as an email list in Constant Contact so that you can send a test email blast (Constant Contact Campaign) to it.
  • List segmentation in Constant Contact for better-targeted email blasts.

Step 1: Create a Campaign or List View

A Salesforce Campaign is an outbound marketing project that you want to plan, manage, and track within Salesforce.

It can be a direct mail program, seminar, print advertisement, email, or other types of marketing initiatives. For easy analysis, you can organize campaigns of related marketing tactics for your business’ ROI.

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1.1 App Launcher & Marketing App

First, open your Salesforce “App Launcher” and simply select the “Marketing” App.

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1.2 Campaigns

Under the “Campaigns” tab, tap on “New” and fill in the Campaign Information. Then “Save”.

Note that you should check the “Active” checkbox since SyncApps only displays and syncs those active campaigns.

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1.3 Creating New (Contact/Lead)

In creating New “Contact”/”Lead”, simply tap on “Contact” or “Lead” tab, tap on “New”, fill in the details, and “Save”.

Figure 1 (Lead)

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Figure 2 (Contact)

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1.4 Campaign Members

Now that you have set up your Campaign and added some new Contacts or Leads into your Salesforce Account, it is time to Add Campaign Members to your Specific Campaign.

Simply tap on the “Campaign” tab, select your specific Campaign, and below, you get to choose between “Add Contacts" or “Add Leads” and select/search those Contacts you wish to add as Campaign Members. Tap “Next” and then tap “Submit”

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Figure 1 (Lead) 

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Figure 2 (Contact)

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Step 2: Create an Integration Setup or Sync Profile as we call it  

A Set Up or Sync Profile refers to the setup of 2 available software applications where one application is synced to another application. This includes all the settings for both applications, including connection configuration, Sync Add-On selections, Field Mapping, and Sync Scheduling. In this case, we are setting up an integration for Salesforce and Constant Contact, our two software.

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1.1 Step 1

In “Step 1” of your Set Up or Sync Profile, you have to input your Salesforce credentials first. Tap the "Authorize Salesforce Account" so that SyncApps can then connect to your Salesforce Account.

Security Overview

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1.2 Object Type to Sync

Next is to select “Object Type to Sync”. SyncApps only syncs 1 Object Type per Set Up or Sync Profile, so if you have to sync 3 Object Types, then you will need to create another Set Up or Sync Profile for each of your preferred Object Type.  Object type refers to CRM and eCommerce records like Contacts, Leads, Accounts, Clients, Companies, etc.

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1.3 Select Specific Campaign(s) or List View(s) and Update

If you already have a Campaign or List View (the one you did in Step 1), you may check the checkbox for “Sync Salesforce Campaign/List Members to Constant Contact List”, select Active Campaigns to sync, and then tap “Update”. If you haven’t made any Campaigns yet, SyncApps will automatically sync all your “Object Type” from your Salesforce account over to your Constant Contact.

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Step 3: Edit Page Layout (Email Opt Out Field)  

SyncApps automatically maps your default fields such as names, email addresses, phone numbers, etc. If you want to sync the standard email “Opt-Out" field, be sure that the Email Opt Out field is visible on Salesforce Account. This allows unsubscribes datum from Constant Contact to be synced in Salesforce. Below is a guide for you.

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1.1 Salesforce, Contacts, Setup, and Edit Object

Back in your Salesforce account, simply tap on the “Contacts” tab. Next, tap on the “Setup” icon and tap “Edit Object”.

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1.2 Page Layouts and Contact Layout

On the left side panel, simply tap “Page Layouts” and then tap on “Contact Layout”.

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1.3 Fields, Email Opt Out, and Save

On the “Fields” section, find the “Email Opt Out” field and simply drag it down below in your contact information. Once the “Email Opt Out" field is already dragged down, you may tap “Save”.

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1.4 App Launcher, Marketing App, Contacts, Contact Name, and Edit

To make sure if the “Email Opt Out” field is now visible, simply tap on the “App Launcher” icon and select “Marketing” as your app. Next, tap “Contacts”, select one “Contact Name” and tap “Edit” just to view/confirm that “Email Opt Out” is now visible.

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Step 4: Main List (How to Manually Create Main List)  

The "Main List" is where you can find your Salesforce records in Constant Contact. SyncApps can create the list automatically for you, or you can do it manually. This list is needed to keep all Contacts in Constant Contact in sync no matter which List they are a part of when using SyncApps integrations.

For example, if you're selecting multiple Campaigns or List Views in Step 1 of the integration setup, those will be created into segmented lists in Constant Contact with their list members, at the same time, list members from those segmented lists will also be placed in the specified "Main List".

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1.1 Constant Contact, Contact, Email List, and Add Main List

First, you will need to log in your credentials into your “Constant Contact” account. Next, simply tap the “Contacts” tab, and on the left side panel, beside the “Email List”, hit the “plus” icon to add your new “Main List”.

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1.2 SyncApps, Step 2, Constant Contact, Main List, Next

Back to your “SyncApps” account, in “Step 2” of your Set Up or Sync Profile which is the “Constant Contact” tab, head over to “Main List” and key in the “Main List” you created over in your “Constant Contact” account. Then, simply tap “Next” till “Step 6”.

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Step 5: Sync Now  

The “Sync Now” button allows SyncApps to integrate your customized integration. Please note that if you’re currently/manually editing your Set Up or Sync Profile, you will have to click the “Reset Sync Process” button before you click the “Sync Now” button. This is so SyncApps will be able to save your customization, and deliver integration according to your preferred customization.

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Step 6: See Constant Contact List  

Integration run is completed? Great! This step is just to check your Constant Contact List if the “Campaign”, which you created in Salesforce, and the “Main List” name you’ve input in step 2 of your Set Up or Sync Profile or created manually in your Constant Contact account is synced or visible over in your Constant Contact account Email List.

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Step 7: Create an Email Campaign in Constant Contact  

This step is where you create an Email Campaign and send emails on the List which you have just synced. This step will show you how the Campaign Responses or marketing metrics flow back from Constant Contact to Salesforce.

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1.1 Constant Contact, Campaigns, Create, Email

In your Constant Contact, head over to the “Campaigns” tab, tap “Create” and tap “Email” to create a new Email Campaign.

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1.2 Newsletter Email, Campaign Name, Select Recipients, Schedule/Send Now

Tap on “Newsletter Email” as your Email template, input “Campaign Name”, and then tap on “Continue”. You will now have to “Select Recipients” either from your Email Lists or Segments and then you will get to choose on either to “Schedule/Send Now” whenever you want to send your Email Campaign.

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Step 8: Select Campaign Response Mode  

Campaign Response, which is the marketing metrics from your Constant Contact Email Campaign, consists of Opens, Clicks, Bounces, Links Clicked, and more. This step is mainly to show you how to “Sync Campaign Response” from Constant Contact to Salesforce.

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1.1 SyncApps, Set Up or Sync Profile, Profile Name

Log back into your “SyncApps” account, tap “Set Up or Sync Profile” and tap on the “Profile Name” that you’ve created. Next tap “Edit” and then “Next”.

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1.2 Step 1 (Sync from Constant Contact to Salesforce), Sync Campaign Response, Select Sync Mode, Create Salesforce Campaign, Save

In “Step 1” of your Set Up or Sync Profile, under Sync from Constant Contact to Salesforce, tap on the “Sync Campaign Responses” checkbox, tap the arrow beside “Select Sync Mode” and then tap “Create Salesforce Campaign” to select as your Sync Mode. Then “Save”. Before doing the Reset and Resync, login to Salesforce first and set up the Campaign layout - Getting Started with Campaign Layout Fields in Salesforce 

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1.3 Step 2, Campaign Response Sync Selection, Select Specific Campaigns To Sync

In “Step 2” of your Set Up or Sync Profile, under Campaign Response Sync Selection, tap “Select Specific Campaigns To Sync” for you to choose which Campaigns you want to Sync. Next, tap on the specific “Checkbox”, tap “Update” and then tap “Save”.

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Step 9: Review Salesforce Campaign and Campaign Member (Reset and Sync Now)  

This step is mainly to complete step 8 of your Integration. This step will require you to tap on the “Reset Sync Process” button after your customizations/modifications, before tapping on the “Sync Now” button. This is so SyncApps will be able to save your customization, and deliver integration according to your preferred customization.

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Step 10: Verify Campaign Members  

This step is to verify whether the Email Campaign marketing metrics were already Synced over in your Salesforce Account. Tap on the “App Launcher”, tap “Marketing”, tap the “Campaign” tab, and then the “Campaign Name” which you’ve updated in step 2 of your Set Up or Sync Profile. Once you tap on the “Campaign Members”, it should show you the marketing metrics from Constant Contact already synced in.

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Step 11: Downloading Report  

This step mainly shows your Integration Reports. This is for you to see and analyze how your integration went with SyncApps. To view reports manually, just head over to SyncApps, next tap “Set Up or Sync Profile”, tap your “Profile Name” and below, you’ll see “Sync History”. Tap on the “Details” of your latest modification/customization, then tap “Sync Report”. Lastly, you may tap on the “Click to Download” button.

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Step 12: 1 Set Up or Sync Profile Successfully made!  

Need some help?

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Check out the options below on how you can contact our support team and find the answers you need to help you with your SyncApps integrations.

Help Center & Email is 24/7 to support@cazoomi.com | Live Chat & Phone is scheduled  

FAQs

Check out these Help Desk articles for answers to frequently asked questions.

Get Started | Login Issues | Pricing

Check out our subscriber's story here on how SyncApps helped them save hundreds of hours per year!

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Issue:

I’m trying to figure out how to create Mailchimp Static Segments, now called Tags?

Solution:

First things first. What is Static Segment in Mailchimp?

A Mailchimp Static Segment is a type of saved segment that only includes the subscribed contacts who shared specific common qualities when created. Today, they are called “Tags" in Mailchimp due to Mailchimp Tags replacing Static Segments.

What are Tags?

Tags work the same way as Static Segments. It is just the name that was changed, but easier to use and has many more benefits.

This feature is very useful to CRM, Financial, and especially for eCommerce integrations, to help our subscribers target their specific customers without manually putting them into segments. Just set it then let SyncApps do the magic!

Try out the following steps on how to manually do a Tag in Mailchimp

  • Head to your Audience in Mailchimp and select a specific Audience.
  • Once you have selected a specific Audience, tap "Manage Contacts" and "Tag", then "Create Tag."
  • Set the criteria, let's say on the Audience you want to target a Campaign to customers with those ending with "@gmail.com." Email Address > Ends with > @gmail.com.
  • Tap Preview Tag, then this will show a segment with specific contacts under that Audience, tap " Save as Tag. Then there you have it!

How it works?

Now, let's see how it works and how Mailchimp Tags are created with SyncApps.

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It is now easy to automatically create Tag(s) based on your CRM List Views, Marketing List(s), Tag, Saved Search(s), Tearsheet(s), Campaign(s), or even eCommerce Product(s) and Variation(s) you have set up in Step 1 of the Sync Profile

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Please do note that if a Mailchimp user exposes Groups on the Update Profile form, then SyncApps will sync to the Marketing List, List View, or Campaign if these Campaign/List of Groups have been synced prior via SyncApps.

In Step 2 of the Sync Profile, you will need to select "Use Tag" under the Segmentation Method option. Just simply edit your Sync Profile. After editing, don’t forget to hit Save, next Reset Sync Process, and then Sync Now. This is so SyncApps can determine changes/customization in your profile before doing the magic. 

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If you want to automatically remove Tags from your Mailchimp records when they no longer apply to the CRM Lists, List Views, or Campaigns then just use our Full Sync Add-On to accomplish this task.

Check out this video on How Full Sync Add-On Works:

This feature is used by subscribers to overcome Mailchimp's 60 Group limitation per Audience, especially those who are using many products or categories in your system of record to sync to Mailchimp.

Need some help?

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Check out the options below on how you can contact our support team and find the answers you need to help you with your SyncApps integrations.

Help Center & Email is 24/7 to support@cazoomi.com | Live Chat & Phone is scheduled   

FAQs

Check out these Help Desk articles for answers to frequently asked questions.

Get Started | Login Issues | Pricing

Check out our subscriber's story here on how SyncApps helped them save hundreds of hours per year!

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Hello there and thanks for stopping by!

Interested in understanding how to put all the Mailchimp and Salesforce integration pieces together? 

We’re here to help!

We’ve crafted this article just for subscribers like you to help you understand how SyncApps works with your Mailchimp for Salesforce.

Before starting, take a look at our basic integration setup, as explained here:

Check out some key documentation for Mailchimp with Salesforce integration:

Are you testing out how the Mailchimp Campaign marketing metrics syncs back to Salesforce with SyncApps? See the guide here:

Before setting up the integration, here are some important integration points:

  • Salesforce Classic and Lighting edition are both supported.
  • SyncApps supports all built on Salesforce AppExchange Apps. 
  • Make sure that your Salesforce account is API enabled.
  • Create a test List View(s), Campaign(s), or records for testing purposes.
  • Create a test Audience in Mailchimp (this test Audience will be specified in Step 2 of the Set Up where you want your Salesforce records to be synced)
  • Scheduling of a Set Up is available on Free Trial and Paid plans. (Step 6)

Let’s Get Started!

 

Setting up your Integration

Setting up your Set up (integration) is super simple!

See the video below on how to set up Mailchimp for Salesforce.

Setting up your Set Up (integration) is easy! Looking for a Quick Setup Guided Tour

You are now setting up the integration, so we are giving you an EXTRA 2 Weeks Free on us!

Enjoy 4 Full Weeks to test out all your use cases using all our features and integration capabilities. 

  • Sync 1 - 1,000,000+ records such as Contacts, Leads, and Accounts sync between Salesforce and Mailchimp
  • Sync 1 - 1,000,000+ Opt-Outs to and from Mailchimp which is automatically managed by SyncApps between Salesforce records
  • 1 or 1,000,000+ Salesforce Campaigns/Marketing List/List Views sync for Mailchimp Audience segmentation
  • Sync 1 - 1,000,000+ Campaign metrics such as opens, clicks, bounces, links clicked from Mailchimp back to Salesforce
  • Sync on Demand included for easy testing of your integration scenarios
  • Scheduling of a Set Up is available on Free Trial and Paid plans (Step 6)

Pre-Steps

 

Logging in to your SyncApps account will land you the SyncApps Dashboard. Head to Set Up and Once you’ve selected the Set Ups tab, tap the “Create Set Up” button.

Enter any designated name for your new Set Up as your identifier. Then in Sync Type, select Mailchimp for  Salesforce.

Step 1: Salesforce  

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Salesforce Configuration

Select the preferred Authentication Type.

If "OAuth2" is selected, just tap the connect button and enter the credentials then you'll automatically be connected.

If the Username and Password option is selected, enter the Salesforce credentials together with your Salesforce security token.

Enter your Salesforce account credentials such as your username, password, and Security Token. Alternatively, you can use the Username and Password as the Authentication type, just make sure that your Salesforce account is API enabled.

A Salesforce Sandbox is a test account type that uses testing records that will not affect your live or production records when syncing. If you are testing records or requirements but want your production records unaltered, enable this option.

To use the Salesforce Sandbox, enable the checkbox first before Authenticating Salesforce in Step 1.

Select the Object type to use. You can only use 1 Object type per Set up. For example, if you’ll select Contact as the Object type, then only these types of records will be synced to/from Mailchimp.

Want to use a Campaign, List View, or Marketing List to sync Campaign and List Members to Mailchimp? Select this feature

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  • Why do you need this feature? This will help you segment your Salesforce Campaign(s)/Marketing List(s) or even List View(s) into Mailchimp and may help if you target specific Mailchimp Audiences.
  • A Group or Tag will be created in Mailchimp for each Salesforce Campaign, List View (or Marketing List).
Note -- If checked only those in the Marketing List, List View, or Campaign will be synced. If this option is not checked then all Contacts or Leads will be synced directly to the specified Main Audience in Step 2 of the integration set-up.
  • If using Force.com licenses please use Cazoomi Marketing List as it only requires the standard Contact or Lead object. Try our Step 5 Filtering and Segmentation features as it works with Force.com well.
  • Are you using Person Accounts? SyncApps will know that your Salesforce instance uses Person Accounts so please select this Object Type in Step 1 to sync.
  • Not using Salesforce Campaign(s), List Views, or Marketing List(s) but need to segment your Salesforce records in Mailchimp? Use our Filtering and Segmentation Feature in Step 5 of the Set Up

Want to create a new record if an email address is updated in Salesforce instead of just updating the email record in Mailchimp? Select this feature 

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  • If this use case below happens a lot on your team then you could benefit from using this feature that always creates a new record in Mailchimp instead of editing the existing email record. By default, SyncApps updates Mailchimp when you edit any Salesforce record’s email and does not create a new record in Mailchimp.

Example:

  1. A Salesforce record is entered and then synced to Mailchimp.
  2. On the next email, it hard bounces, and Mailchimp writes back to your custom “hard bounce” field in Salesforce, as TRUE.
  3. A Salesforce user sees this and notices that the likely reason it bounced is because of a typo in the email address. The user simply fixes it in Salesforce.
  4. The Sync seems to correct the email address in Mailchimp – but no new record is created and it simply uses the same record. And because this record is CLEANED (hard bounced in Mailchimp), the corrected email address can never be mailed to.
  5. Now we have a situation in Mailchimp where we have a cleaned record displaying a perfectly valid email address.

Sound familiar? Then this option is for you.

Feature Reminder: Create a new record if an email address is updated in Salesforce instead of just update the email record in Mailchimp.

Use Salesforce checkbox field(s) for Mailchimp Group segmentation

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  • You can create each of your Groups (checkboxes on your Mailchimp form) as also checkboxes on the Lead or Contact record in Salesforce then set up in your Set Up to match them in Step 1.
  • Each Checkbox field must be named verbatim and spelled correctly to match existing Groups in Mailchimp.

Required additional Add-Ons, if using our Free Plan:

  • List Sync
  • Custom Field Mapping
Note -- If this option is selected then please disable the Mailchimp Tag Segmentation Option in Step 2 as this feature only works bidirectionally on Groups.

Please see the following article for more details.

Want to track the Marketing Metrics such as Opens, Clicks, Bounces back to Salesforce from your Mailchimp Campaign(s)? Select this feature 

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What exactly is Sync Campaign Response?

  • Sync Campaign Responses means that we will bring back unlimited marketing metrics to CRM from your Marketing Automation solution. We can even sync only records with opens or clicks activity to allow lead nurturing in CRM as well as what they clicked on in your drip marketing campaigns. Email Marketing Campaigns are synced back to CRM every time a sync runs or 24 hours based on your sync schedule settings.
  • Need to enable the feature of Campaign Response sync for Person Accounts?
  • Check out this article here: Set up Campaign Responses for Salesforce Accounts used as Person Accounts

For more options, tap "More Options." If you want to learn more about the features, hover over to the SyncNotes tooltips.

More Options

 

Salesforce to Mailchimp

Don't want to sync Contact, Leads, or Accounts to your Mailchimp Audience? Select this feature

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  • If wanting to sync only the new records or existing records from Mailchimp, enable this option; One-way sync. No records will be synced from Salesforce.

Want to unsubscribe Contacts, Leads, or Accounts from your Mailchimp Main Audience if a record unsubscribes/opts out in Salesforce? Select this feature 

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  • If this option is enabled SyncApps will unsubscribe Contacts or Leads from Mailchimp Main Audience that are flagged as opted-out in Salesforce.
  • If the Contact or Lead Email Opt Out (HasOptedOutOfEmail) checkbox is checked in Salesforce then the email address will be unsubscribed from Mailchimp Audience.
  • If this option is not checked then opted-out Contacts, Leads, or Accounts in Salesforce are simply ignored (opt-out is not synced to Mailchimp). So what happens is that the record in Salesforce is already unsubscribed/opted out but in Mailchimp, it’s still subscribed/opted-in yet will not be updated anymore every time the sync runs.

Need to remove the Contact, Lead, or Account record(s) from your Mailchimp Main Audience if the record(s) is deleted in Salesforce? Select this feature 

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  • If a Contact, Lead, or Account is deleted in Salesforce, SyncApps will remove the email address from your Mailchimp Main Group.
  • Need to remove the record on a matching Audience when using Salesforce Campaign(s), List Views, or Marketing List(s) sync feature? Grab our Full Sync Add-On now! How does Full Sync work?

Check out this video on How Full Sync Add-On Works:

Are you Converting Leads in Salesforce into Person Accounts / Contact type and want that Lead record to be removed in Mailchimp? Select this feature 

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  • If this option is checked when a Lead is converted to a Contact, the Lead email address will be removed from Mailchimp by SyncApps.
    Need to understand more about how converted Leads with SyncApps works? Check out this article here: How do I sync Salesforce Person Accounts to Mailchimp.
  • Do you only want to delete all previously synced Leads? Select this feature
  • When using the Delete Converted Leads feature and if using the same Main Audience, the best practice is you'll need to create a Contacts Set Up and enable this feature so that the previously synced Leads that were "Converted Leads" will be deleted in your Main Audience and they will be synced properly to your Main Audience.

Delete records with a blank email address in Mailchimp 

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  • If this option is checked, when a Lead or Contact that has been previously synced is updated with a blank email address, the Contact will be removed in Mailchimp.

Need to store other email address fields in Mailchimp? Select this feature

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  • By default, SyncApps will still use the standard email address field for records creation and updates. If wanting to still sync the other email address fields like work email, personal email, and other email address fields outside the standard email address field, please enable this feature then map the email address fields in Step 4 of the Set Up.
Note -- These mapped email address fields in Step 4 of the Set Up will still be treated as a text field and won't be used as a recipient for targeted Marketing Automation Campaigns.

Are you using the Namespace prefix in your Salesforce account?

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  • Please input your one to 15 character namespace prefix.
Note: Please do not include the trailing 2 underscores.

Check Personal, Work, and Alternate email for new records creation from Mailchimp

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  • By default, when there are new records created from your specified Main List or Main Audience, we'll check the native Email Address or Preferred email field in Salesforce first if the email address already exists. After that, we then check the non-preferred if that email address already exists, if so, then we will just not marry or connect the record.
  • If using Salesforce NPSP, please enable this feature especially for records creation to prevent duplicates to be created.

Mailchimp to Salesforce

 

New Subscriber Object Type 

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  • Please select which Salesforce Object Type to be created when there is a new subscriber in Mailchimp.
  • If no Object Type is selected then SyncApps will use the above Object Type (Object Type to Sync).
Please note that by default, SyncApps will always search for the email record in Salesforce, both in Leads and Contacts, then only create a Lead or Contact if no email exists in Salesforce for both Leads or Contacts. And also, the email template from Mailchimp is attached to the Salesforce Campaign that is created by SyncApps not attached per contact.
  • On Lead creation, SyncApps will set the "Company" to "Individual" by default in Salesforce. Since SyncApps does not set the Company name from Mailchimp unless this field is mapped in Step 4 thus uses the Salesforce default ("Individual") when creating new Leads.

Create a new Contact or Lead in Salesforce even if a matching email a record exists for either

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  • Enabling this will allow SyncApps to search for duplicates on the same object type only as of the "New Subscriber Object Type" and create a record.
  • Example: If a record already exists as a Contact and you select Lead as the new subscriber object type, SyncApps will ignore the duplicate and will create a new Lead.
Note -- SyncApps uses the email address to check for duplicates. Meaning no 2 records with the same email address and the same object type will be created by SyncApps.

Do not create a new Account if Contact's company name cannot be found in Salesforce

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  • By default, SyncApps will create a new Account if the company name does not exist in Salesforce.

Use "Unknown" as the last name if blank, Use "Unknown" as the first name if blank

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  • If syncing new Contacts / Leads from Mailchimp and the First name is blank, Salesforce will automatically reject the record to be created if you require the First Name field is a required field.
  • By default, the last name is a required field in Salesforce. So, if this field is blank, then the record will not be synced and also throw an error.  To avoid this, just enable either of these options that match your Salesforce record creation rules.

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If done in Step 1 of the Set Up, hit next so that the configurations will be saved.

Step 2: Mailchimp  

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Mailchimp Configuration

Connect your Mailchimp account in this step by tapping the “Connect” button. You will then be directed to the oAuth page that’ll log in to Mailchimp. Enter your Mailchimp credentials here.

Generate a new API Key, copy then paste it in the API key box in Step 2 of the Set Up.

To obtain a Mailchimp API key please log into Mailchimp, press the Top Menu: Account > Extras > Your API Keys. Create a new API Key or copy an existing API Key into SyncApps.

After which, enter the name of your Main Audience Now, what is the Main Audience, and why do we need to define it in Step 2?

A Mailchimp Audience can be selected from the dropdown of available Mailchimp Audiences. 

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Note: We require to define the Main Audience because Mailchimp needs it in creating, updating, and removing records using its API.

If you would like to sync to a different Audience in Mailchimp, you'll need to set up another "Set Up" for that use case.

Campaign Response Sync Selection (Just means Marketing Metrics in laymen's terms)

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  • Each Mailchimp Campaign syncs back to a Salesforce Campaign, Activity, Note, or even just metrics only for each record sent the Campaign from Mailchimp.
  • By default, SyncApps will only retrieve Campaign Responses until 30 days after the Campaign is sent. Need to retrieve Campaign Responses past the 30 day limit for Campaign Responses retrieval? Upgrade to our Enterprise Plan or you may purchase an Add-On here: Purchase Add-On

Need to use Multiple Group Categories on a Mailchimp Audience? Check it here

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  • A List View, Marketing List, or Campaign must be selected in Step 1 under "Sync Campaigns or List Members to Mailchimp Groups" in order to be used in this setting for this feature.
  • To change which Group Category a List View, Marketing List, or Campaign should map to, please check the checkbox after the Mailchimp Group Category name.
  • Next, enter the Mailchimp Group Category you want to use to sync from the List View, Marketing List, or Campaign.

For more options, tap "More Options." If you want to learn more about the features, hover over to the SyncNotes tooltips.

More Options

 

Don't want to Sync new Mailchimp Subscribers to Salesforce? Select this feature

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  • If using multiple Set Ups, which use the same “Main Audience” then out of those Set Ups, set all but 1 Set Up as One-Way Sync so that it will minimize API Calls.
  • This also means SyncApps will only sync unsubscribe data thru one Set Up which is not a One-Way Sync for efficiency since all the integrations are utilizing one Main Audience. Check this article here: I have multiple Set Ups or integrations using the same Main List or Audience

Segmentation Method 

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  • Automatically creates Mailchimp Groups or Tags into your Mailchimp Audience from Salesforce List Views, Campaigns, or Marketing Lists.

“Use Groups” under the Segmentation method

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  • This field is optional. For the marketing list sync feature, each Salesforce Marketing List, Campaigns, or List Views is synced to a Mailchimp Group, and new subscribers from Mailchimp will be synced to Salesforce Marketing List, Campaigns, or List Views of the same name as Mailchimp Group name.
  • By default, SyncApps will use the "My Groups" Group Category with Hidden type (not displayed in Mailchimp form). You can override the category of the Group by putting in a different Group Category.
  • To display Groups in the Mailchimp signup form please create new Groups with checkboxes type and specify the Group Category in this field.

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Note: "My Groups" will automatically be created in your Mailchimp Audience by SyncApps on the first sync if you're using the Step 1 or Step 5 segmentation features. If renaming the "My Groups" Group Category in Mailchimp, you will need to also specify the new name of the Group under "Group Category to use" in Step 2 of the Set Up setup so that Syncapps will connect to it:

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If you rename the "My Groups" Group Category without updating the steps mentioned above then SyncApps will recreate "My Groups" Group Category and sync to it.

“Use Tags” under the Segmentation method

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“Use GDPR” under the Segmentation method

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  • This allows the possibility to map any checkbox field on your Salesforce records to GDPR fields (by default, each checkbox name will need to match the GDPR field 100% or it will not sync over to Mailchimp GDPR fields). 
  • List Views, Campaigns, and Marketing Lists will also work to map to the GDPR Fields in Mailchimp.

Don't want to sync unsubscribed status to Salesforce when they unsubscribe in Mailchimp? Select this feature

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  • By default, SyncApps will set opted-out status in Salesforce for unsubscribed emails. Please check this checkbox if you do not want unsubscribed emails to be synced.

Need to update Salesforce when subscribers update their Profiles in Mailchimp? Select this feature

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  • This will use mapping configuration to update data from the Mailchimp Update Profile Form. Please make sure you configure the mapping correctly in Step 4 of your Set Up.
  • A webhook will be set up in the specified Mailchimp Audience by SyncApps if this option is enabled.
  • Update Salesforce on new subscription if the email address already exists in CRM 
  • If a record resubscribes on your specified Mailchimp Main Audience, it will then recheck to see the Group membership on the Mailchimp side and update any Checkboxes on the record in Salesforce.

Resubscribe archived records 

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  • By default, when a Contact or Lead that was synced by SyncApps is then Archived in Mailchimp, on the next sync, that record will no longer be updated in Mailchimp. If you want them to be resubscribed and unarchive them in Mailchimp automatically so that they will be updated on the next sync, please enable this feature.
Note -- This will only work for records that are synced(cached) by SyncApps. Meaning, if they are marked as archive prior to the sync and SyncApps hasn’t initially synced(cached) the records to Mailchimp, those will not be updated.
If done in Step 2 of the Set Up, hit next so that the configurations will be saved.

Step 3: Add-Ons  

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Sync Add-Ons are optional. Available Add-Ons in Step 3 of the Set Up may depend on which Plan and integration you select. In our Enterprise Plan, you don't need to enable anything here as all these features are included.

Want to know which Sync Add-On fits your requirement? Give us a shout today!

Check out this video on How Add-Ons Works:

Step 4: Field Mapping  

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Field Mapping is optional. Basic fields such as Email address, First Name, and Last Name are already pre-mapped even if you haven’t enabled this Step. Otherwise, if you have more additional fields to map, then you’ll have to set these fields up here.

Generic Field Mapping Guide

Update mailing address fields to and from Mailchimp

Check out this video on How Field Mapping Works:

Step 5: Filtering and Segmentation  

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This Step is one of the most powerful features ever used by most of our subscribers. Like for example, you have 1000’s of records in your CRM then you only want to pull out the records with specific criteria, only these records will be synced to your Mailchimp Main List.

See here for more information on how it works.

Filtering and Segmentation Guide

Check out this video on How Filtering and Segmentation Works:

Step 6: Scheduling  

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Finally, the very last step. Just select the time when you would like to sync your data automatically.

Sync Scheduling Guide

Check out this video on How Scheduling Works:

Tap the "Finish" button and then Sync Now. 

Need some help?

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Check out the options below on how you can contact our support team and find the answers you need to help you with your SyncApps integrations.

Help Center & Email is 24/7 to support@cazoomi.com | Live Chat & Phone is scheduled  

FAQs

Check out these Help Desk articles for answers to frequently asked questions.

Get Started | Login Issues | Pricing

Check out our subscriber's story here on how SyncApps helped them save hundreds of hours per year!

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Are you having trouble viewing and/or organizing Marketing Automation metrics over in Microsoft Dynamics 365? 

Well, you have definitely come to the right page!

By default, SyncApps automatically creates the Dynamics 365 Campaign and also populates the description field in Dynamics CRM Campaign Response with the campaign metrics from your Marketing Automation solution.

You can now gain insight into your Dynamics CRM Campaign Links your prospects and customers are clicking too!

If you would like more reporting capabilities within Dynamics CRM and Mobile updates on your campaigns then please take a few minutes to create the fields needed on the Campaign Response object in 365.

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Let’s get started with setting up your 365 default Campaign Metrics Field Mapping! 

Campaign Responses: 

First things first.

You'll need to create custom fields on the 365 Campaign Response object with the following exact field names:

new_clicks

new_opens

new_bounces

new_forwards

Note: a new_ prefix is automatically appended by Dynamics CRM with the correct data type.

The opted-out field is also available. The field name should end with _opted_out (like new_opted_out) with type boolean.

Note that for Opens, Clicks, Bounces they must be an integer (whole number), and Opted Out must be boolean.

SyncApps finds the field name that ends with "_opens", "_bounces", "_clicks", "_forwards" so your custom fields should be fine even if you have any company-like prefix before xxx_new_opens, xxx_new_bounces, xxx_new_clicks.

If you would also like to see URLs clicked in each email, then what you need to do is create new_email_events (custom field type should be "Multiple Lines of Text")

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The fields then will be populated with email marketing metrics with each scheduled sync.

See how to Customize the Campaign Response form view below!

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For Event Marketing Sync, the following fields can be created on the Campaign Response object to store registration status, attendance status, payment status, and guest count information. We map all 4 fields by default back to the Campaign Response object in CRM when an Event is created and sent to your Main List in Constant Contact.  

  • _registration_status
  • Data Type: Single Line of Text 
  • _attendance_status
  • Data Type: Single Line of Text
  • _payment_status
  • Data Type: Single Line of Text
  • _guest_count
  • Data Type: Whole Number (Integer)

Dynamics CRM has an "Out-of-Box" field called response code "responsecode". You'll be noticing that this is getting populated with "interested" or "not interested". The action that is performed from the email recipients to populate this response code field are the following below:

Marketing Automation Dynamics 365
Unsubscribe Do Not Send Marketing Materials
Open/Click/Forward Interested
Bounce Bounced or Error
Others Not Interested

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Campaign Level

By default, SyncApps will bring over the Marketing Automation's Campaign metrics such as opens, clicks, and bounces back to your CRM in a rolling 30 days. SyncApps will create a CRM Campaign under the Marketing with the same name of the Marketing Automation's Campaign.

Need to sync back the historical data that is more than 30 days ago to your CRM? Send a note to our 24/7 Support team today!

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Contact/Lead level:

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Need to see the Marketing Campaigns on the CRM Timeline in the Contact Record?

Try the following steps:

  1. Open up the Contact Entity Form
  2. Double click inside the Social Pane
  3. Under Activities Tab Properties, change from "Show All" to "Show Selected," then select all that applies. Save and Publish.

Hope you find this article helpful enough with the step you’re on now!

You can always reach out to us if you encounter any problems as we are online 24/7, to make sure you get the most out of your integration. 

Also, check out our Subscriber’s Story below on how SyncApps helped them integrate Dynamics 365!unicef.png

Hey there, thanks for stopping by to check out how to map Constant Contact custom fields in your integration. 

Let's start with the basics real quick!

Basic Fields Premapped

Additional field mapping is optional. Basic Contact fields such as all below are already mapped for you;

  • Email address
  • Name
  • Address
  • Account name
  • Phone

The phone number is pre-mapped. If having multiple phone numbers in a CRM record then only the number under "Phone" will be synced to the Constant Contact "Work Phone" field.

If the "Phone" number field is left blank even if other phone numbers are filled in then no phone number will be synced to Constant Contact "Work Phone".

To override the premapped fields just enable this option in Step 4.

For other Custom Fields just map each in Step 4 and if you do not see any in the dropdown hit the Refresh Fields icon at the end of the mapping row.

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For Custom Fields let’s start off with a very common one.

Mapping back Bounce Reason and Bounce Date to CRM

Are you trying to write back the bounce fields from Constant Contact to CRM?

Constant Contact does not explicitly have a "Hard Bounce" field. They instead have a "Bounce Reason" field which is populated with both soft and hard bounces. To map this field head to Step 4 and use a Text Field Type. For Bounce, Date uses a Data Type field.

Reporting Tab and Hyperlinked Bounce Count

Note: Sync Campaign Response must be selected in Step 1 in order for these fields to be available for Field Mapping and to be synced back to CRM.

If you run into issues be sure to check the field type in CRM and if using an existing field then try changing your field on the CRM side to a Text field to capture "Bounce Reason" which is text type in Constant Contact and Bounce Date is a Date field type in CRM.

Do you need to use a Custom Unsubscribe field in CRM?

If you do, then that’s fine, just use our Add-On just for this feature in your Add-Ons tab, and once subscribed it will instantly turn this feature on to map in Step 4 today. Simple, right?

It gets even better.

Check this out.

You can also choose to do Additional field mapping or not.

We’ve made it easy for you by mapping the Basic Contact fields including Email Address, Name, Address, Company Name, and Phone.

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This makes it convenient.

Here’s another interesting bit.

Do you wish to use Custom Fields in Constant Contact?

No worries, we’ve got you covered! Listen to this - 25 custom fields for you to choose from! Now that’s a whole lot to choose from, which is great.

MultiSelect Fields

If using this type of field in CRM please note to use the Constant Contact Text Field type to make sure the format flows correctly. 

Example:

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This field when mapped will flow into Constant Contact like below. 

Contact Type = Buyer;Out-of-State Buyer

Birthday & Anniversary Support

Constant Contact supports the birthday and anniversary properties in the contact object. This means integration users can take advantage of autoresponder messages to send birthday and anniversary email campaigns.

Also, when using Step 4 Field Mapping, you'll need to create the fields first in Constant Contact before trying to map each of them.

Using Events in Constant Contact and need to also do Custom Field Mapping? Check out how in this article here.

Need some help?

Check out the options below on how you can contact our Support Team and find the answers you need to help you with your SyncApps integrations.

Help Center & Email is 24/7 to support@cazoomi.com | Live Chat & Phone is scheduled.

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FAQs

Check out these Help Desk articles for answers to frequently asked questions. 

Get Started | Login Issues | Pricing

Check out our subscriber's story here on how SyncApps helped them save hundreds of hours per year!

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