Manage Your Contacts And Lists

Sync with Zoho CRM

Zoho CRM integrates with Zoho Campaigns to provide great benefits to your business needs such as Sales, Marketing, watching out your leads and potentials. It gives you the option to import the leads/contacts from Zoho CRM to Zoho Campaigns and view the sent campaigns’ and Autoresponder’s status, Recipients Summary such as open rate and click rate from your CRM account. 

Prerequisites

Before integrating your CRM account with Zoho Campaigns, please check that your CRM account has the following prerequisites.

  • You must have a user account in both Zoho Campaigns and Zoho CRM to configure the sync settings.
  • To integrate your CRM account, you must have any of the paid editions such as Standard, Professional and Enterprise Editions.
  • You must have an active ZSC key to configure your CRM account. If not, please contact your org administrator.

Now,   complete the following steps to successfully import data from CRM to Campaigns:

  • Generate ZSC Key in Zoho CRM
  • Integrate  Zoho CRM with Campaigns
  • Configure sync settings in Zoho Campaigns

Generate ZSC key

  1. Log in to Zoho CRM account.
  2. Click on the Setup link at the right top of the page.
  3. In the Setup page, click Developer Space.
  4. In the Developer Space page, click Zoho Service Communication (ZSC) Key subtab.
  5. Copy the ZSC key and paste it in the ZSC key field in Zoho Campaigns.

Integrate your Zoho CRM Account

Before syncing the contacts with Zoho CRM, you need to integrate with your Zoho CRM profile to your Zoho Campaigns account.

To integrate with Zoho CRM,

  1. Login to your Zoho Campaigns account --> Contacts module --> Sync Contacts subtab.
  2. In Sync Contacts page, click Sync Contacts from Zoho Services from the right hand side panel.
  3. Under Sync Contacts from Zoho Services page, specify the following:
    • Service: Choose Zoho CRM.
    • Email Address: Enter your CRM account’s email address.
    • ZSC Key: Enter Zoho Service Communication (ZSC) key generated from your Zoho CRM account.
  4.  Click Save button to proceed.

Note

Sync Settings in Zoho Campaigns

A Sync is the periodic update of records which includes addition, removal and changes in records fields from Zoho CRM to Zoho Campaigns and vice versa. As you have completed your CRM account configuration, it is time to sync your Leads/Contacts from CRM. To sync the contacts, enter the details related to the sync.

Step 1: Sync Settings

  1. Sync Description: Give a name to your sync description. This is for your reference to remember the sync-related contacts.
  2. Select the Module to Sync: Here, you can select the option to sync the contacts from your contacts or leads module from your CRM account. We do have different options under each selection which makes your sync customized and hassle free.
  3. All Contacts/All Open Leads:  In this scenario, all the contacts/leads will be synced from the module you have chosen, respectively.
  4. Custom View:  You can sync the contacts from a specific view which can be either pre-defined, any recently created or modified views or can even be user-defined views.
  5. Criteria: Based on your requirement, you can define conditions to filter the leads/contacts from CRM account. Using this, you can sync the records by selecting a particular field from modules such as accounts or potentials. All you have to do is to create a view in accounts or potentials module in Zoho CRM.
  6. Similarly, specify the name of the view to identify in the box provided and select the criteria to filter the contacts.
  7. Mailing List Details: This is the mailing list in Zoho Campaigns to which you are going to sync your CRM contacts. We do have the option to add a new mailing list, for your convenience.

Note

  • You can view the criteria option only when you are a paid user in both Zoho Campaigns and Zoho CRM.

Step 2: Map Your Fields

In this step, basic details such as first name, last name and the e-mail address are pre-mapped by default. You can map your CRM contact fields to existing fields or add a new field.

Fetch Account Fields

You can add account related fields and import account-related information by enabling the Fetch Account Fields at the right top of your page.

Note

  • This is not a mandatory step and you have the option to configure it later.

Step 3: Sync Configuration

This is the final stage to configure your sync with Zoho CRM. You can set the frequency to fetch the data and select the type of contacts; you want to sync with Campaigns.

Fetch Interval:  In this option, all new contacts or modified contacts will be synced automatically. This periodic sync will fetch the data depending upon the option you have chosen such as daily, weekly or monthly.

Note

  • The reason behind having a periodic sync is not only to import contacts but also to update changes made in the Zoho CRM account.
  • There is a limit on the number of syncs with the maximum cap of 5/day and 15/month.

Data to be Fetched: You have both the option of importing either all data or by selecting a specific date and time after which leads/contacts have been added to your CRM.

Sync Contacts Configuration: These are the quick checkboxes for your convenience and make the sync hassle free.

  1. Update Opt-out: This will update the opt-out in Zoho CRM for those contacts which were unsubscribed from your list in Zoho Campaigns. (Only for contacts imported from Zoho CRM).
  2. Update Deleted Contacts: Contacts that were imported and deleted from CRM, will also be deleted in your Campaigns list.
    • Unsubscribed - Deleted contacts in CRM will be unsubscribed from the imported list present in Zoho Campaigns.
    • Removed - Deleted contacts in CRM will be removed from Zoho Campaigns.
  3. Exclude Email Opt Out Contacts: It will import only active Contacts and ignore unsubscribed contacts in Zoho during the sync in Campaigns list. It is classified into 2 types of contacts.
    • Unsubscribed – If a contact is unsubscribed (Opt-out) in CRM, it will be removed while importing the list.
    • Removed - If a contact is unsubscribed (Opt-out) in CRM, it will be removed from Zoho Campaigns.
  4. Exclude Converted Leads – It will ignore the leads which were converted successfully.

Now, click the Initiate button to sync the contacts from Zoho CRM successfully.

Sync Contacts from Accounts Module

You can sync contacts from Account module by following the steps given below:

  • Log in to Zoho Campaigns account.
  • Go to Contacts module --> click Sync services subtab.
  • In Sync Details page, select the Contacts module from the drop-down menu.
  • Choose the Criteria option and select the check box related to Account Fields.
  • Now, set the conditions by selecting the Account Information from the drop-down menu to filter the records from the Account module.  

Sync Contacts from Potentials Module

You can sync contacts from Potentials module by following the steps given below:

  1. Log in to Zoho Campaigns account.
  2. Go to Contacts module --> click Sync services subtab.
  3. In Sync Details page, select the Contacts module from the drop-down menu.
  4. Choose the Criteria option and select the check box related to Potentials Fields.
  5. Now, set the conditions by selecting the Potentials Information from the drop-down menu to filter the records from the Potentials module.  

Detail View

Import Details - This will give a detailed history about the total contacts, new contacts, duplicated contacts, ignored contacts and deleted contacts.

Edit Fetch Details – This will let you edit the fetch details and configuration settings.

Note

  • We have restricted the number of syncs to 5/day and 15/month as limit. Hence, it is not possible to sync the contacts more than the prescribed limit.
  • To avoid multiple syncs to a custom view, please make use of periodic syncs, which is basically a single sync, to import data at regular intervals. 

Regenerate  ZSC Key

You can regenerate your ZSC (Zoho Service Communication) key by copying the ZSC key from your Zoho CRM account and pasting it in your Campaigns account.

To change the ZSC key, follow the instructions below:

  1. Log in to Zoho CRM account.
  2. Click on the Setup link at the right top of the page.
  3. In the Setup page, click Developer Space icon.
  4. In the Developer Space page, click Zoho Service Communication (ZSC) Key subtab.
  5. Copy the ZSC key and paste it in the ZSC key field in Zoho Campaigns.

Note

  • You can find the change the ZSC key option by clicking the view details of your Campaigns to CRM Settings.
  • Once you regenerate the ZSC key, all previous syncs will become inactive and you’ve to enter the new ZSC key in your Zoho Campaigns account to activate the periodic syncs.

Push Campaign Reports to CRM Settings

Create Campaign in Zoho CRM

This option enables the creation of your e-mail campaign with the same name in the Campaign module of your CRM account.

Update Campaign Member Status

This option will update your Campaign status depending upon the subscriber’s activity such as open rate and click rate on your e-mail Campaign.

Push Member Status as Fields

Zoho Campaigns avails the “Description” field in Zoho CRM through which you can push your Campaigns related status such as open rate, click rate or bounce status of every lead/contact in the selected text area of contacts module or leads module in your Zoho CRM account. Later, you can create a view in your CRM account and filter these leads/contacts on the basis of Campaigns’ status.

Prerequisites

Before pushing your campaign status to CRM, make sure you have created a text area field exclusive for Campaigns status in Contacts or Leads module. Learn more on how to create a field in Zoho CRM

To enable the Push Member Status option,

  1. Log in toZoho Campaigns account.
  2. Go to Contacts module --> Sync Services subtab.
  3. In Sync Services page, click View Details option.
  4. Click Campaigns to CRM settings option (on the top right side of the page).
  5. In Push Campaigns reports to Zoho CRM page, enable Push Member Status as Fields option.
  6. Select the Contacts or Leads option and the respective Field to push the campaign status.
  7. Click Save & Continue button to proceed.

Note

  • Fields selected under Push Member Status will get updated with the campaigns report and will overwrite the data present already.
  • This enhancement will push the status of five campaigns that were recently sent.
  • Push member status holds good for pushing the Autoresponder related status to your CRM account.

Push Data to Zoho CRM

Using Push data to Zoho CRM feature, you can push an e-mail address along with the open and clicked reports in the related fields in Leads or Contacts module of Zoho CRM.

For example, push the open rate and click rate in selected fields of Leads or Contacts module, respectively. In toto, this is a list-based activity and involves monitoring the recipients’ activities on the sent campaign status (es) such as open rate or click rate.

Push as Leads

Here, an e-mail address along with its open and clicked status will be pushed from the campaign’s mailing lists to the mapped fields in the Leads Module in your CRM account. If a Lead with the same e-mail address exists in your CRM account, then the mapped field details will be updated with the status (es).

To configure the mailing lists and map fields,

  1. Go to Contacts module --> Sync Contacts subtab.
  2. In Sync Contacts page, click View Details of Campaigns to CRM Settings.
  3. Now, click Push Data to Zoho CRM tab. In Push Data to Zoho CRM page, click Push as Leads subtab.
  4. Click the Configure Mailing List and Map Fields call-to-action button related to Clicked Recipients/Opened Recipients.
  5. It will prompt you to Choose Mailing List page to push the reports in Leads module.
  6. In the next step, it will take you to Map Fields page to map your Campaigns Fields to CRM Fields.

Push as Contacts

Here, an e-mail address along with its open and clicked status will be pushed from the campaigns’ mailing lists to the mapped fields in the Contacts Module in your CRM account. If a Contact with the same e-mail address exists in your CRM account, then the mapped field details will be updated with the status (es).

To configure the mailing lists and map fields,

  1. Go to Contacts module --> Sync Contacts subtab.
  2. In Sync Contacts page, click View Details of Campaigns to CRM Settings.
  3. Now, click Push Data to Zoho CRM tab. In Push Data to Zoho CRM page, click Push as Contacts subtab.
  4. Click the Configure Mailing List and Map Fields call-to-action button related to Clicked Recipients/Opened Recipients.
  5. It will prompt you to Choose Mailing List page to push the reports in Contacts module.
  6. In the next step, it will take you to the Map Fields page to map your Campaigns Fields to CRM Fields.

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