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. 

Selecting a module

To select a module: 

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

  2. Choose Leads, Contacts, or Custom Module, then click New Sync.

  3. Select one of these options:

    • All Open Leads/All Contacts/All Custom Module – Sync all leads or 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 – This is for internal reference.
  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. 
  6. Sync to - Select a mailing list to sync contacts with. 

Changing the criteria pattern 

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. 

How do I sync contacts from my Accounts module?

  1. Log in to Zoho Campaigns. 
  2. From the Navigation toolbar, choose Subscribers and select All Subscribers -> Sync.
  3. Choose Contacts and select the Criteria option.
  4. Select the Account Fields checkbox. 
  5. Set the criteria to sync contacts from the Accounts module. 

How do I sync contacts from my Potentials module?

To sync contacts from the Potentials module:

  1. Log in to Zoho Campaigns. 
  2. From the Navigation toolbar, choose Subscribers and select All Subscribers -> Sync.
  3. Choose Contacts and select the Criteria option.
  4. Select the PotentialsFields checkbox.
  5. Set the criteria to sync contacts from the Potentials module. 

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.

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 contacts to sync with Zoho Campaigns, and how often to sync.

  • Retrieval Type -  Select the type contacts to sync. You can select from all new or modified contacts within a syncing period.
  • Retrieve Data – Select this option to import contacts only once.
  • Sync Frequency - Set the sync frequency to import contacts on a daily, weekly, or monthly basis. 
  • Sync Time - Set your ideal time for synchronizations.

Note

  • A periodic sync not only to imports your contacts but will also update changes from Zoho CRM account.
  • There is a limit on the number of syncs 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.

Advanced Sync Settings - Choose this for more options to further customize your sync. 

Use Cases

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.

  • 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.

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:

  • Unsubscribed – If a contact opts out in CRM, it will be unsubscribed from the mailing list present in Zoho Campaigns.
  • Removed - If a contact opts out in CRM, it will be removed from Zoho Campaigns.

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.

Sync Limits - Some Use Cases

In this section, we are going to walk through different scenarios you may face while syncing contacts 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 a maximum of 50 syncs in a month.
  2. On any given day, you can create/initiate or run up to 10 syncs.
  3. At any point in time, you can have up to 10 active syncs.

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

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

  • It is not possible to sync your contacts more than five times in a day and 15 times within a month. 
  • 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.

Status
Description
Total ContactsContacts imported/synced in a single fetch.
New ContactsContacts added to the Campaigns org.
Re-added ContactsContacts already deleted in Campaigns account but now added again.
Duplicate ContactsContacts already present in Campaigns account.
Ignored ContactsContacts are not added to the mailing list. 
Deleted ContactsContacts deleted in CRM account and getting updated in Campaigns as well.

Ignored Contacts

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

Status
Description
BouncedContact bounced from the recipient's inbox, or email addresses do not exist.
BlockedContacts blocked by Zoho Campaigns.
Do-Not-MailContacts moved to Do-Not-Mail registry by campaign user/subscriber.
Group Email(s)Contacts generic in nature. For e.g. info@, administrator@, careers@, service@, support@, etc.
File Duplicate(s)Contacts present more than once in the file.
Invalid PatternContacts with an invalid pattern; e.g. johngmail.com, jane@aol, ted@zylkercom.
Empty EmailContacts with missing email address field.
Other ErrorsContacts categorized as miscellaneous and don’t fall under any of categories mentioned above.

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  Settings at the top-right corner of the page and select Setup.
  3. Go to API, Apps & Integrations, and select  Developer Space.
  4. Click Zoho Service Communication (ZSC) Key and then copy the ZSC key.
  5. Next you will need to log in to Zoho Campaigns.
  6. From the Navigation toolbar, choose Subscribers and select All Subscribers -> Sync.
  7. Under Zoho CRM, select Active Syncs
  8. Click Show.
  9. 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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