CRM Help

Email Marketing with Zoho Campaigns

Campaign management allows you to manage your entire marketing process by which marketing campaigns are planned, produced, distributed and analyzed. This includes planning the campaign, preparing your mailing list, executing the campaign, measuring the campaign effectiveness, and analyzing the results. Being part of the business, Campaign Management should be in sync with the other business activities of an organization. It is always an advantage to maintain one platform where you can track marketing, sales and support activities.

The built-in synchronization with Zoho Campaigns helps you to export leads and contacts from CRM to Campaigns and easily plan & execute newsletters, welcome emails, customer surveys, etc. With this integration, Sales & Marketing can also track the responses from contacts and take better sales decisions while prospecting based on the response received. For example, if the response is "Clicked" on the links in email, you've better chances to promote the lead to prospect whereas "Marked as Spam" you could change the Lead Status as not interested.

Availability

Permission Required: Users need an active account in Zoho Campaigns.

Note

  • Zoho CRM users with an Administrator profile have permission to generate ZSC key.
  • Zoho CRM users cannot access the email campaigns in Zoho Campaigns without an active user license.
  • Synchronization happens once in 24 hours. Newly added contacts or updated contacts will be synced to the list after 24 hours.
  • Daily allowed sync limit is 5 syncs per day per CRM account. In case you want to create another sync, please delete or disable an existing sync.
  • Number of sync allowed per organization is 15. This includes sync created by all users in an organization.
  • Regenerating the ZSC key will stop existing syncs.
  • If you happen to regenerate your ZSC key, you will have to update settings with the newly generated key.
  • If you change your existing CRM account information, you are recommended to manually enable sync associated to the particular account.
  • 'Update Campaign Member Status' is applicable only to contacts that were synced from Zoho CRM to Zoho Campaigns.
  • Number of contacts to be synced from Zoho CRM depends on your plan limit in Zoho campaigns. If a particular sync tries to import more than the allowed limit, the system will download only up to your plan limit and disable the sync. System will also send an email notification to the Zoho Campaigns user.
  • To track the email responses from Campaign Members in Zoho CRM, you must have permission to view the Campaigns module. See Also Profiles.

Configuring Zoho Campaigns Integration

You must have active user license in Zoho Campaigns and also active ZSC key in Zoho CRM to configure the CRM sync settings. If you do not have access to Zoho CRM, please contact your CRM administrator. Complete the following steps to successfully import data from CRM to Campaigns:

To generate ZSC key

  1. Log in to Zoho CRM with Administrator profile.
  2. Click Setup > Developer Space > Zoho Service Communication (ZSC) Key.
  3. Click Generate Now.
    The ZSC Key will be generated. If you do not have access to Zoho Campaigns, share this key with Zoho Campaigns user to set up CRM synchronization.

To activate Zoho Campaigns

  1. Log in to Zoho Campaigns.
  2. Click the Contacts tab.
  3. In the Contacts Home page, click the Sync Contacts > Sync with Zoho Services link.
  4. In the Sync with Zoho Services page, specify the following:
    • Service: Choose Zoho CRM as the service.
    • Email Address: Enter email address of your Zoho CRM account to be integrated.
    • ZSC Key: Enter Zoho Service Communication (ZSC) key generated from your Zoho CRM account.
  5. Click Save.

ZSC Key Settings

To configure sync settings in Zoho Campaigns

  1. Log in to Zoho Campaigns.
  2. Click the Contacts tab.
  3. In the Contacts Home page, click Campaigns to CRM Settings sub-tab.
  4. In the Sync Details section, select these options:
    1. Create Campaign in Zoho CRM: Enable this option to push campaigns created in Zoho Campaigns to Zoho CRM.
    2. Update Campaign Member Status in Zoho CRM: Enable this option to update the status of campaigns in Zoho CRM
    3. Push Member Status as Fields in Zoho CRM: Enable this to push the status of a contact or lead in a campaign in the Contact/Lead's details page.

Note

By default, the Description field will be updated with the status of a lead or contact in a campaign. Data in the Description field will be overwritten by the campaign status.

To avoid overwriting of data in the Description field, create a custom text field in Zoho CRM and select this field in Zoho Campaigns.

To configure data sync in Zoho Campaigns

  1. Log in to Zoho Campaigns.
  2. Click the Contacts tab.
  3. In the Contacts Home page, click the Sync Contacts > New Sync link.
  4. In the Sync with Zoho Services page, specify the following:
    • Sync Description: Name of the sync.
    • Select the Module: Contacts or Leads
    • Select the Mailing List
  5. Click Save & Continue.
  6. In the Map Your Fields page, map the Lead or Contacts fields with Campaigns.
  7. Click Import.
  8. In the Sync Settings page, specify the following:
    • Fetch interval: Choose Once, Daily, Weekly or Monthly
    • Data to be Fetched: Choose All Data or data added after specified time.
    • Sync Contacts Configuration: Choose Re-add, Update, Update Opt-out, or Import only Opt-in records
  9. Click Import from Zoho CRM.
    After importing data, you'll receive an email notification. You can view the import status in the Sync settings page.
Zoho Campaigns - Sync Settings
 

To send Campaigns to Contacts and Leads in Zoho Campaigns

You can send both Email Campaigns as well as Autoresponders (Drip Marketing) to contacts and leads from Zoho Campaigns. all campaign responses can be tracked in your Zoho CRM account.

Tracking Campaign Responses

After executing email campaign from Zoho Campaigns, you can easily track different types of responses within Zoho CRM's campaigns module. You can drill-down the campaign members and view all status of the past email campaigns. In addition, you can view detailed stats of email campaign without logging into Campaigns.

Campaign Response Description
Delivered Email has been successfully sent to the campaign member
Opened The campaign member has opened the email
Unopened The campaign member has not opened the email
Clicked The campaign member has clicked one of the links in email message
Bounced Email is bounced due to wrong email address of the campaign member.
Unsubscribed The campaign member has unsubscribed from your mailing list. Next time, Zoho Campaigns will not send any mass emails.
Complaints The campaign member has marked the email as spam. So next time, Zoho Campaigns will not send any mass emails

To track email campaign responses

  1. Log in to Zoho CRM.
  2. Click Campaigns tab.
  3. In the Campaigns Home page, select recently completed email campaign.
  4. In the Campaign page, track responses, view stats, and other details.
Track Response
 

To view the preview of the newsletter that was sent

  1. In the Campaigns Home page, select recently completed email campaign.
  2. Under Campaign Mail Details section, click the View button.
    Email template associated to the campaign will be opened in a new window.

To view a list of email campaigns under Contact or Lead

  1. Log in to Zoho CRM.
  2. Open a lead or contact.
  3. In the Lead Details page, under Campaigns related list, view the list of email campaigns.
 Email Response Tracking

Deleting Zoho Campaigns Synchronization

As a Zoho Campaigns administrator, you can delete the individual Zoho CRM synchronization. Please note that on deleting the Sync:

  • You cannot add new data from CRM to Campaigns but use the existing leads or contacts in Zoho Campaigns for future campaigns.
  • Responses collected for the past email campaigns will not be deleted in Zoho CRM.

To delete Zoho CRM Sync in Zoho Campaigns

  1. Log in to Zoho Campaigns with Administrator profile.
  2. Click Contacts > Sync Contacts > Existing Sync.
  3. Click Delete > OK.
    Your existing sync settings will be removed.

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