Set up sync with Zoho CRM

Set up sync with Zoho CRM

You can set up your sync settings to schedule periodic syncing of all your contacts and leads between Zoho CRM and Zoho Campaigns on a daily, weekly, or monthly basis.

Types of sync

There are two types of sync that you can setup. They are:

  • Immediate Sync: After you setup and initiate an immediate sync, any new record that is added in CRM will be automatically updated in Campaigns. Your records will be up-to-date without any lag.

    Using immediate sync, you can only sync records from your contacts,leads, or any other custom module.

  • Periodic Sync: Set up this sync to schedule periodic syncing of all your records between CRM and Campaigns on a daily, weekly, or monthly basis.

    Using periodic sync, you can sync records from all modules including your Accounts and Deals modules.

To select a type of sync:

  1. From the Navigation toolbar, choose Subscribers and select Sync Services.
  2. Click New Sync, then choose either Immediate Sync or Periodic Sync.

Intitiating Immediate Sync

To initiate immediate sync:

  1. From the Navigation toolbar, choose Subscribers and select Sync Services.
  2. Click New Sync.
  3. Mouse over Immediate Sync and click Create Sync.

  4. Select the module to be synced i.e either Leads, Contacts or Custom Module.
  5. Select All Leads/All Contacts/All Custom Module to sync all records depending on the respective modules that you have selected.
  6. Select the mailing list to which you want to sync the records.
  7. Choose a specific custom view to sync records from your CRM account.
  8. Select the consent status of the contacts to be updated in Zoho Campaigns
  9. If you have email opt-out contacts and converted leads, you can either exclude them from the sync, remove them from mailing list or remove from Zoho Campaigns by selecting the respective radio button.

  10. Click Next.
  11. Setup the field mapping and initiate the sync.

Note:

  • You cannot sync your records using immediate sync if you are a free user of Zoho Campaigns.
  • Once initiated, immediate sync will remain active and will automatically keep updating your records. This sync will stop only when you deactivate it.
  • If you want to sync all your contacts from Accounts/Deals module, you can initiate a periodic sync just for the two of the modules.
  • When you initiate sync with your accounts/deals module, remember that only those accounts/deals will be synced that have contacts associated with them.
  • If any account/deal does not have any contact associated with it, it will not be synced.
  • In Zoho CRM, if you change the criteria of any synced custom view, the filtered records as per the new criteria will not get updated in Zoho Campaigns.
  • Filtered records will only be synced when any of the fields in that view is edited/updated.
  • In immediate sync, you cannot set a criteria for the records that are synced.

Initiating Periodic Sync

To initiate a periodic sync:

  1. From the Navigation toolbar, choose Subscribers and select Sync Services.
  2. Click New Sync.
  3. Mouse over& Periodic Sync and click Create Sync.
  4. Select the module to be synced i.e either Leads, Contacts, Accounts, Deals or any Custom Module.
  5. Select All Leads/All Contacts/All Accounts/All Deals/All Custom Module to sync all records depending on the respective modules that you have selected.
  6. Select Criteria to define conditions to filter records from CRM account.
  7. Select the mailing list to which you want to sync the records.
  8. Choose a specific custom view to sync records from your CRM account.
  9. Select the consent status of the contacts to be updated in Zoho Campaigns.
  10. If you have email opt-out contacts and converted leads, you can either exclude them from the sync, remove them from mailing list or remove from Zoho Campaigns by selecting the respective radio button.
  11. Select the frequency of data retrieval i.e either once, daily, weekly or monthly.
  12. Select the time at which you want the sync to occur periodically.
  13. Choose if you want sync all data or only the data added after a specific time.

  14. Click Next.
  15. Setup the field mapping and initiate the sync.

Note:

  • If you want to sync all your contacts from Accounts/Deals module, you can initiate a periodic sync just for the two of the modules.
  • When you initiate sync with your accounts/deals module, remember that only those accounts/deals will be synced that have contacts associated with them.
  • Filtered records will only be synced when any of the fields in that custom view is edited/updated.
  • By defining criteria, you can sync cross module records by selecting a particular field from modules such as accounts or deals.

Selecting a module

To select a module:

  1. From the Navigation toolbar, choose Subscribers and select Sync Services.

  2. Click New Sync, then choose either Immediate Sync or Periodic sync.

  3. Select one of these options:
    • All Leads/All Contacts/All Custom Module – Sync all leads/contacts or all records from the custom module.
    • Custom View - Sync your leads/contacts/custom module from a specific view of your CRM account. Learn how to create a custom view in Zoho CRM.
    • Criteria - Set criteria based on field values to filter which leads, contacts, potentials or accounts are synced . This option will only appear in paid versions of CRM and Campaigns.

  4. Sync Name - Name the sync for your own reference.
  5. Criteria - You can define conditions to filter the records from CRM account.
  6. Sync to - Select a mailing list to sync records with.

Changing the criteria pattern

You can set a criteria pattern when you choose Criteria while creating your sync. The default criteria pattern is ''( ( ( ( ( 1 and 2 ) and 3 ) and 4 ) and 5 ) and 6 )'' if you choose all six criteria. However, you can choose between the operators 'AND' or 'OR' between the conditions. If you wish to change the position of the parentheses, click the link Change pattern to edit the pattern.

Use Cases

You want to filter leads based on the criteria that the lead is from hospitality industry whose lead status is 'Converted' and whose annual revenue is greater than 5,000,000 or the number of employee is greater than 2000. When you specify this criteria using the Criteria Editor, the criteria pattern will be displayed as shown below:

The default pattern is (((1 and 2) and 3) or 4). However, the required pattern is ((1 and 2) and (3 or 4)). This modification can be made using the Change Pattern option.

Can I use the same view for multiple syncs?

Yes, you can use the same view for multiple syncs. This is applicable only for Periodic Sync and not for Immediate sync.

How do I sync records from my Accounts module?

To sync records from the Accounts module:

  1. From the Navigation toolbar, choose Subscribers and select Sync Services.
  2. Mouse over Periodic Sync, choose Accounts.
  3. Configure the sync:
    • Give a name for the sync.
    • Select All Accounts if you want to sync all your accounts from CRM.
    • Select Criteria if you want to define any condition and filter specific accounts.
    • Select the mailing list to which you want to sync the records.
    • Select the consent status of the contacts to be updated in Zoho Campaigns.
    • If you have email opt-out contacts and converted leads, you can either choose to exclude them from the sync, remove them from mailing list or remove from Zoho Campaigns.

    • Select the frequency of the sync.
    • Choose if you want sync all data or the data added after a specific time.

  4. Click Next.
  5. Setup the field mapping and initiate the sync.

How do I sync records from my Deals module?

To sync records from the Deals module:

  1. From the Navigation toolbar, choose Subscribers and select Sync Services.
  2. Mouse over Periodic Sync, choose Deals.
  3. Configure the sync:
    • Give a name for the sync.
    • Select All Deals if you want to sync all your deals from CRM.
    • Select Criteria if you want to define any condition and filter specific deals.
    • Select the mailing list to which you want to sync the records.
    • Select the consent status of the contacts to be updated in Zoho Campaigns.
    • If you have email opt-out contacts and converted leads, you can either choose to exclude them from the sync, remove them from mailing list or remove from Zoho Campaigns.

    • Select the frequency of the sync.
    • Choose if you want sync all data or the data added after a specific time.

  4. Click Next.
  5. Setup the field mapping and initiate the sync.
Note:

When you sync records from Accounts or Deals modules, only those accounts or deals will be synced that have contacts associated with them.

Field Mapping

Basic details such as email address, first name, and last name are pre-mapped.

Use Cases

How do I view account fields?

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

Note

How do I map more fields?

Click the Map More Fields button and select the fields you want to map.

Note

  • Mapping fields is not a mandatory step. You can map fields at any time.

Sync Settings

In this step, you can set which records to sync with Zoho Campaigns, and how often to sync.

  • There is a limit on the number of syncs in an org with a maximum of 10/day and 50/month.

Data to be Retrieved - You have the option to import either all data or entries created within a specific range of dates.

Consent Status

When you have enabled Consent-based email marketing or GDPR compliant email marketing, you'll have to update the consent status of the contacts/leads that you want to sync. To update the consent status, you'll have to select any one status out of the two i.e either Update as Consent Required or Update as Consent Expressed. You can do this by selecting the radio button corresponding to the consent status.

Update as Consent Required

The consent status of all the synced contacts/leads will be updated as Consent Required in Zoho Campaigns irrespective of their consent status in Zoho CRM. This should be selected when:

  • You prefer to obtain the consent of your contacts/leads by sending them consent email.
  • You want to send emails only to those contacts/leads who have explicitly expressed their consent for receiving emails.

Update as Consent Expressed

The consent status of synced contacts/leads for whom you have obtained consent in Zoho CRM, will be updated as Consent Expressed in Zoho Campaigns. This should be selected only when:

  • You are sure that you use both Zoho CRM and Zoho Campaigns for the same purpose. For instance if you have obtained the consent of your contacts/leads for sales related communication in Zoho CRM. You need to make sure that you use Zoho Campaigns for sending sales related emails.
  • Your contacts/leads have expressed their consent for both Zoho Campaigns and Zoho CRM.

Your contacts/leads would only want to receive the emails for which they have expressed consent.

Advanced Sync Settings

Choose this for more options to further customize your sync.

How do I update deleted contacts in Zoho CRM?

Update deleted contacts - Contacts that were imported and removed from CRM will also be removed in your Campaigns list.

Note

  • These updates will apply to recurring syncs only.

How do I exclude contacts already opted-out in Zoho CRM?

To exclude email opt-out contacts: Import only active Contacts and ignore opt-out contacts in CRM during the sync to the Campaigns list. There are two types of opt-out contacts are:

What will happen to the converted leads in Zoho Campaigns?

Exclude Converted Leads: It will ignore Leads that have been successfully converted to Contacts. This is exclusive to Leads module only. Click the Initiate button to sync contacts from Zoho CRM.

Remember that the converted leads will be ignored in all further sync you create irrespective of the module you choose. So, you cannot add those contacts as subscribers in any of your Campaigns' mailing lists.

Solution

You can have seperate mailing lists for your leads and contacts. While creating sync with Leads module, enable this option so that converted leads will be ignored only from the associated mailing list(leads mailing list). This way you can add those contacts in another mailing list.
OR
If you're maintaing a single mailing list for CRM contacts, then you can disable this option while creating the sync.

Note

  • If you enable the Advanced Settings options (except Exclude Converted Leads) after initiating a sync, it will be applied only for records that is added after enabling these options. Contacts that are already synced will not be updated.
Use case

Jane initiates a sync "Newsletter" and syncs 50 subscribers to mailing list "Zylker". Later, she enables Update Deleted Contacts and Exclude email opt-out records options from Advanced Settings for the sync.
The next day, she deletes 8 of synced contacts from CRM. But those subscribers won't be removed from Zylker as those reocrds were fetched before enabling the Advanced Sync Settings.

Sync Limits - Some Use Cases

In this section, we are going to walk through different scenarios you may face while syncing records from Zoho CRM. Before we get started, let's go over the ground rules on sync limits.

Rules:

  1. Initiate 50 syncs/month – You can initiate 50 syncs/month in your org.
  2. On any given day, you can create/initiate or run up to 10 syncs in your org.
  3. At any point in time, your org can have up to 10 active syncs.

Now, let us take a look at the scenarios you will come across while syncing records.

Scenario 1

On Day 1, I created three syncs (all on a daily basis) and wanted to create two syncs on Day 2. Is it possible to create the syncs?

On any given day, you can create/initiate or run 10 syncs (Refer Rule-2). So yes, it is possible to create two syncs.

Scenario 2

On Day 1, I created 10 syncs (all on a daily basis) and on Day 2, I was trying to create a new sync but I was not able to.

Since there were 10 syncs created on Day 1 and all 10 syncs are in an active state, you cannot create any more. Please note that at any point in time, you cannot have more than 10 syncs in an active state (Refer Rule-3). If you deactivate any of the previous syncs you will then be able to create a new sync.

Scenario 3

On Day 1, I created 10 syncs (all on a daily basis); on Day 2, I deactivated an existing sync and went on to create a new sync. I tried running the new one but could not execute it.

On any given day, you can create/initiate or run 10 syncs only (Refer Rule-2).

In this case, all of the existing syncs were in active mode and had already been run for that day. Even though you were able to create a new sync, there 10/day sync limit had already been reached. However, nothing to worry! The newly created sync will run on the next day at its designated time.

Scenario 4

I currently have 10 running syncs, including four on a daily basis and one on a weekly basis. I have tried to create/initiate another sync, and it shows an error message that I have already reached today's limit, even though I know that I can still create more syncs for the month.

Please note that 50 syncs per month means that you can initiate 50 syncs in a month but at any point in time, you can have only 10 syncs in active mode (Refer Rule-3).

In your case, you already have 10 active syncs (four daily and one weekly) and as a result, you are not able to create the sixth sync. If you want to initiate a new sync now, simply deactivate one of the existing syncs and then create a new one.

Sync Detail View

How do I edit field mapping?

You can re-map or map more fields for your sync settings by clicking the Edit Mapping link in the Sync Detail View.

How do I edit retrieve details?

You can edit the retrieve details such as retrieve interval, data to be retrieved and sync contacts configuration by clicking the Edit Retrieval Details link present in the Sync Detail View.

How do I sync all data from Zoho CRM?

To sync all data:

1. In the Sync Detail View page, click Edit Retrieval Details
2. Select Data to be Retrieved, and choose All Data.
3. Click Initiate to proceed.

Note

  • To avoid multiple syncs to a custom view, please make use of periodic syncs rather than creating new one-time syncs to import data at regular intervals.

Import Details/History

Use this option to get a detailed history of the contacts synced from Zoho CRM to Zoho Campaigns.

StatusDescription
Total CountSubscribers imported/synced in a single fetch.
New SubscribersSubscribers added to the Campaigns org.
Re-added SubscribersSubscribers already deleted in Campaigns account but now added again.
Duplicate SubscribersSubscribers present in some other mailing list of your Campaigns account.
Ignored SubscribersSubscribers are not added to the mailing list.
Deleted SubscribersSubscribers deleted in CRM account and getting updated in Campaigns as well.

Ignored Subscribers

There are a number of ways ignored subscribers can be classified. See the list below to familiarize yourself with the purpose of each category.

StatusDescription
BouncedSubscribers bounced from recipient's mailing list in campaigns that were sent previously.
BlockedSubscribers moved to Do-Not-Mail registry by other users/subscriber.
Do-Not-MailSubscribers moved to Do-Not-Mail registry by campaign user/subscriber.
Group Email(s)Subscribers generic in nature. For e.g. info@, administrator@, careers@, service@, support@, etc.
File Duplicate(s)Subscriberspresent more than once in the file.
Invalid PatternSubscribers with an invalid pattern; e.g. johngmail.com, jane@aol, ted@zylkercom.
Empty EmailSubscribers with missing email address field.
Other ErrorsSubscribers categorized as miscellaneous and don’t fall under any of categories mentioned above.

When do I change my ZSC key in Zoho Campaigns?

You need to change your ZSC key in Zoho Campaigns under these two scenarios,

  • If you change Zoho CRM's ZSC key.
  • If you change your primary email address of your CRM account.

How do I change my 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 your ZSC key:

1. Log in to Zoho CRM.
2. Click the Settings icon, then select Setup at the top-right corner of the page.

3. Under Developer Space , click APIs.

4. Click Zoho Service Communication (ZSC) Key.

  1. Next you will need to log in to Zoho Campaigns.
  2. From the Navigation toolbar, choose Subscribers and select Sync Services.
  3. Under Zoho CRM, select Active Syncs.
  4. Click Show.
  5. Under Account Details click on the Edit icon next to existing ZSC key.

Paste the ZSC key copied from CRM in the ZSC key window that appears.

Use Case

I am updating my ZSC key in my Zoho Campaigns account. Will it impact on existing sync status?

Yes, the change will deactivate the existing syncs. In such cases, you need to activate all syncs manually. Once you regenerate the ZSC key, all previous syncs will become inactive, and you will need to enter the new ZSC key in your Zoho Campaigns account to activate the periodic syncs.

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