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. 

Setup Integration with Zoho CRM

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 sync your custom module, you must have the enterprise edition in your Zoho CRM account.
• 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

ZSC Key refers to Zoho Service Communication Key. This is required to integrate your Zoho CRM account with Zoho Campaigns

To generate ZSC key in Zoho CRM, follow the steps 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.
4. In the Developer Space page, click Zoho Service Communication (ZSC) Key subtab.
5. Copy the ZSC key.

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.

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 Module - You can sync the records from the custom module created in your Zoho CRM account.
5. 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.
6. 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.
7. Similarly, specify the name of the view to identify in the box provided and select the criteria to filter the contacts.
8. 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.

Can I use the same view for multiple syncs?

You cannot use the same view/custom view for multiple times while creating a sync. We suggest you to use a different custom view. If you still want to use the same view/custom view, contact us support@zohocampaigns.com

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 Contacts 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 Contacts 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.  

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.

How to view Account related 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.

How to map more fields?

You can map more fields by clicking the Map More Fields button and selecting the fields from Zoho CRM and Zoho Campaigns.

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.

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 Frequency - You can set the frequency to import data from CRM.

Sync Time - You can set your convenient time zone to import data.

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

How to update unsubscribed contacts of Zoho Campaigns as opt-out records in Zoho CRM?

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)

Note: It works for recurring syncs only.

How to update deleted contacts of Zoho CRM in Zoho CRM?

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.

How to exclude contacts already opted-out in Zoho CRM?

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.

What will happen to the converted leads in Zoho Campaigns?

Exclude Converted Leads: It will ignore the Leads which were converted to Contacts successfully. This is exclusive to Leads module only.

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

Sync Limits - Few User Scenarios

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

Rules

1. Initiate 15 Syncs/month – You can initiate a maximum of 15 syncs in a month
2. Also note that, on any given day, you can create/initiate or run 5 syncs only
3. At any point in time, you can have only 5 syncs in an active state

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

Scenario 1

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

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

Scenario 2

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

In your case, you have created five syncs on Day 1 and all 5 syncs are in an active state. Please note that at any point in time, you cannot have more than 5 syncs in active state (Refer Rule-3). Hence, we suggest you deactivate any of the previous sync and then create a new sync.

Scenario 3

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

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

In your case, all the existing syncs which were in active mode had already been run for that day. Hence, you were not able to run the sync despite the fact that you were able to create one. However, nothing to worry! the newly created sync will run for the next day at designated time.

Scenario 4

I currently have 5 running syncs (4 on a daily basis and 1 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! But, I know that I can still create few more syncs for this month.

Please note that 15 syncs per month means, you can initiate 15 syncs in a month but at any point in time, you can have only 5 sync's in active mode (Refer Rule-3).

In your case, you already have 5 active syncs (4 daily and 1 weekly) and as a result, you are not able to create the 6th sync. If you want to initiate a new sync now, kindly deactivate one of the existing syncs and try creating a new one.

Detail View

Import Details/History - It gives a detailed history about the total contacts synced from CRM to Campaigns.

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

Ignored Contacts

Status	Description
Bounced	Contact bounced from reaching the inbox or email addresses do not exist.
Blocked	Contacts blocked by Zoho Campaigns.
Do-Not-Mail	Contacts 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 Pattern	Contacts with invalid pattern. For e.g. johngmail.com, jane@aol, ted@zillumcom.
Empty Email	Contacts with missing email address field.
Other Errors	Contacts categorized as miscellaneous and don’t fall under above mentioned categories.

How to edit fetch details?

You can edit the fetch details such as fetch interval, data to be fetched and sync contacts configuration by clicking the Edit Fetch Details button present in Sync Detail View.

How to edit field mapping?

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

How to resync all data from Zoho CRM?

You can resync all data by following the mentioned path:

1. In Sync Detail View page, click the Edit Fetch Details button
2. Under Data to be Fetched, choose All Data
3. Click Initiate to proceed

Change 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.

Then, follow the steps given below:

1. Log in to Zoho Campaigns
2. Go to --> Contacts --> Sync Contacts.
3. In Sync Contacts page, click the View Details of your Campaigns to CRM Settings.
4. Here, you can change the ZSC key option.

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

Yes, It will deactivate the existing syncs. In such cases, you need to activate all syncs manually.

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

You can push your Campaigns related status such as open rate, click rate or bounce status of every lead/contact in a custom textarea field 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 to Zoho Campaigns account.
2. Go to Contacts module --> Sync Contacts subtab.
3. In Sync Contacts 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.

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.

How to push contacts from Zoho Campaigns to Zoho CRM?

Push as Leads

Here, an e-mail address is pushed based on open and clicked status from Zoho Campaign’s mailing lists to mapped fields of Leads Module in Zoho CRM account.

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.
7. In the following step, you can map your custom data to a Zoho CRM field and push the recipient actvities such as open and click or new custom data to your CRM account.

Push as Contacts

Here, an e-mail address is pushed based on open and clicked status from Zoho Campaign’s mailing lists to mapped fields of Contacts Module in Zoho CRM account.

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.
7. In the following step, you can map your custom data to a Zoho CRM field and push the recipient actvities such as open and click or new custom data to your CRM account.