Real People, 24/7

Mailchimp for Salesforce Campaign Metrics Integration Best Practices

Are you making use of the email marketing services of Mailchimp to send out emails to your contacts, subscribers, and fans to be able to manage and track them? 

How about integrating it with Salesforce CRM to help you manage tasks and relationships with your customers?

Integration is super easy when done via SyncApps!

A typical flow: Mailchimp for Salesforce

When a Campaign is created in Salesforce and gets synced to Mailchimp, it creates a Group of the campaign members. However, when any Mailchimp Email Campaign is sent to the List or Group flows back from Mailchimp to Salesforce, a new Salesforce Campaign gets created in Salesforce with the metrics such as opens, clicks, and bounces.

This is how we capture all your marketing metrics from Mailchimp to Salesforce, yours to keep forever to slice and dice in Salesforce.

image19.png

See how the #1 Top rated Salesforce partner implements this integration today!

Redpath-logo-retina.png

It is this new Salesforce Campaign where the campaign member metrics sync not back to the original campaign synced from Salesforce which created the Mailchimp Group.

Why:

“Campaign” is used differently in Mailchimp and Salesforce. In Mailchimp, the term, “Campaign” is an email while in Salesforce, “Campaign” is a defined group to which people can be added and removed based on marketing preference.

Attaching email metrics to the original Salesforce Campaign doesn’t make integration sense. What SyncApps does is it creates a new special tracking Salesforce Campaign that just corresponds to the recipients of the Mailchimp Email Campaign.

Solutions:

There are 2 different features namely using Salesforce Campaigns as an Audience (Mailchimp Group(s) or Tags integration) for segmentation and "Want to track the Marketing Metrics such as Opens, Clicks, Bounces back to Salesforce from your Mailchimp Campaign(s)? Select this feature" to Salesforce campaigns.

Since it is possible to create more than one Mailchimp Campaign for each Segment/Group, the former was decided to be created for each Mailchimp Campaign to store marketing metrics. Also, it is less confusing than the latter.

You can do this to test:

Salesforce setup

Option A: Using your Salesforce Campaigns to create Mailchimp Groups

https___syncapps__74_.png

Each selected Salesforce Campaign will be created as a Group or Tag under your Mailchimp Audience > "My Groups" Group category which SyncApps will automatically create > Groups.

Now, this is of course just for testing as in real life you can just allow SyncApps to sync all Active Campaigns in Salesforce to Mailchimp Groups or Tags automatically without selecting any specific Salesforce Campaigns in Step 1 of your set up.

In Salesforce, create a test record ( If needed ), like your personal email address so that you can send a test newsletter from Mailchimp and add that Contact or Lead to a Salesforce Campaign. Or you may add a few records that you want to send newsletters to.

mceclip0.png

Use the native email address field as this is the basis for SyncApps for records creations and updates. Other email address fields are not supported unless if you're using the "Preferred" field for an email address like the Salesforce NPSP Edition.

mceclip1.png

Next, create a Salesforce Campaign by tapping the "Campaigns" tab on your Salesforce account. If this does not show then you will need to add a Campaigns Tab to your Salesforce navigation.

mceclip2.png

Enter a  test Campaign that you want to create a Mailchimp Group. Make sure to also mark it as "Active so that it will be exposed as one of the options in Step 1 of the integration Set Up in SyncApps.

mceclip3.png

Once this is created, add the test record(s) on your test Campaign.

mceclip5.png

mceclip6.png

mceclip7.png

Option B: Using Filtering and Segmentation in Step 5 for Group or Tag Segmentation in Mailchimp

If you don't have a Campaign feature in Salesforce or your organization just does not use Campaigns in Salesforce, then this is another workaround for segmenting the records in Mailchimp.

This also works the same way to segment your Salesforce records to Mailchimp as we automatically create a Group or Tag in Mailchimp.

The huge difference is just that you do not need to manually create a Campaign in Salesforce, you'll just need to specify a Contact or Lead field that can be a basis for filtering specific records to be synced over to Mailchimp.

Our Step 5 feature saves tons of time and automates the Salesforce to Mailchimp segmentation automatically each time the integration runs.

Check out our deep dive guide below.

Filtering and Segmentation Guide

Mailchimp Setup

You can either use an existing Audience or a new test Audience. For the new test Audience, manually create it in Mailchimp as this will be used for the integration in SyncApps.

Why do we need a Main Audience? 

We require to define the Main Audience because Mailchimp needs it in creating, updating, and removing records using its API.

Let’s Get Started!

 

Login to your SyncApps account and tap the "Set Ups" Tab located at the left-hand panel of the screen below the "Dashboard" then tap the "Create new Integration" or "Create new Set Up" button.

mceclip4.png

Enter the Set Up name, any names you prefer just to indicate what is this Set Up for. Type in "Salesforce to Mailchimp" and tap the icon for "Salesforce to Mailchimp", tap the "Create New Set Up" button. This will then lead you to Step 1 of the setup.

What is a Set Up? it is really just another name for integration to make it simple.

mceclip1.png

Step 1: Salesforce  

In Step 1 of the Set Up setup, select "Oauth2" as the Authentication type then tap the "Authorize Salesforce Account".

image1.gif

Our Salesforce integrations work with DeveloperProfessionalEnterprise, and Unlimited Editions. For Professional Edition, you may need to request API access from your Salesforce sales representative. Lightning Developer, Lightning Professional, Lightning Enterprise, Lightning Unlimited are supported.

We also support Nonprofit Success Pack, Apto, Navatar, Propertybase, and many others running on the Salesforce platform.

What do you want to integrate with this first integration?

You'll first need to select the "Object Type to Sync". Please note that we only sync 1 Object type per integration, or Set Up as we call it. 

If you're wanting to sync different Object Types then you will want to create separate Set Ups for each using another setup.

image28.gif

Next, enable the " Want to use a Campaign or Marketing List to sync Campaign and List Members to Mailchimp" Select this feature". Then tap the "Browse Campaigns" button, select the test Campaign(s), and hit update. If ever the test Campaign is not showing up, try to tap the "Refresh Campaigns" button. If this still does not show up, go to your Salesforce account and check the Campaign if that "Active" checkbox is unchecked then mark it as checked. 

If you add new records under those selected Campaigns, SyncApps will automatically sync those over to their corresponding Mailchimp Group(s) or Tag(s) whenever each scheduled or manual sync runs.

https___syncapps__74_.png

mceclip0.png

Also enable the " Want to track the Marketing Metrics such as Opens, Clicks, Bounces back to Salesforce from your Mailchimp Campaign(s)? Select this feature " and select the Campaign Response sync mode.

Not sure what to select? See the 90minute video below on how it works:

See this article How Campaign Response brings back Campaign metrics to Salesforce

For Salesforce Campaign Member Status we always sync with the latest status, automatically, as one of the following:

  • Clicked:  If the recipient clicked 
  • Opened: If the recipient opened
  • Bounced: Email Bounced
  • Unsubscribed: opted out of an email campaign
  • Sent: If the recipient is a member of the Email Marketing Campaign and none of the above statuses applied.
Note: The Mailchimp API does not have an efficient way to update for "Sent" in the Campaign Member Status for Automation Campaigns (not regular Email Campaigns) as Mailchimp does not give a timestamp when the actual sending is done. This status is not always 100% exact. 

image13__3_.gif

Once done, tap the "Next Step" button located on the bottom right of the screen. Once you reach Step 2 of the Set Up, please go to your Salesforce account and set up the Campaign Layout, Campaign Member Layout, and Contact/Lead page layout.

Getting Started with Campaign Layout Fields in Salesforce

Other Options for Campaign Response Sync Mode:

There are currently a few modes to sync back Campaign Metrics to Salesforce. (Campaign Response Sync Mode)

How Campaign Response brings back Campaign metrics to Salesforce

  1. Create a Salesforce Campaign 

    This option will create a Campaign in Salesforce from your Marketing Automation solution with the Campaign Members in it together with the individual Campaign Metrics.

  2. Create a Salesforce Activity for each metric in an Email Campaign like an open, tap, link tapped, etc.

    If this option is selected then each event such as Opening, Tapping will create a new Activity (Task) in Salesforce, an option for tracking URLs tapped, and the end event as Tasks.

  3. Create Salesforce Campaign + Activity

    This option is a combination of Option 1 and Option 2.

  4. Create a Salesforce Note + attached HTML Template of Campaign -

    If using this option, no extra field placement is needed. We will sync back your Email Campaign(s) to Salesforce Notes and also, add an attachment of the Email sent to Leads and Contacts. (Designed for Financial Institutions, Insurance Agencies, Banks, and others for compliance reasons)

  5. Sync only the Mailchimp Marketing Metrics to Salesforce (No Campaign Members) Saves on Salesforce Storage!

Once done setting up, head back to your setup in SyncApps.

Step 2: Mailchimp  

image14__2_.gif

image10__2_.gif

You will need to grab the Mailchimp API key and choose the Main Audience.

How to find your Mailchimp API Key

Next, select the "Segmentation Method".

This can either be "Use Groups" or "Use Tags". Those selected Salesforce Campaigns in Step 1 will be created as a Group or Tag depending on what you have selected on this option.

Do you need to manually create the Groups or Tags in Mailchimp? 

No, as SyncApps will automatically create these for you using the names of your Salesforce Campaigns or List Views. 

We will also remove them automatically as well if you need them. More on that here.

image26__3_.gif

Hit Next Step up until you reach Step 6, tap the "Finish" button, and tap the "Sync Now" button.

mceclip3.png

Initial syncs may take longer depending on the size of the data being integrated. Check out the other factors in this article as well:

The integration Process is taking too long to get my records synced over to my software

Once the sync is completed, head to your Mailchimp Audience > View Contacts > Manage Contacts > Groups > "My Groups".

You can then see the test our how a Salesforce Campaign is created as a Group:

mceclip17.png

mceclip18.png

As you can see above, it shows "0 Contacts" but when you tap the Group name, you will see that the records under that Salesforce Campaign are already synced. This is just temporary in Mailchimp as the index records moved over so no need to worry as later on, the records will show up as the exact number of records under that Group.

mceclip19.png

Next, create a test Campaign in Mailchimp and make sure that the recipient in that Mailchimp Group was synced by SyncApps.

Then lastly tap the "Send" button. 

mceclip20.png

We're all done!

Head back to SyncApps and rerun the sync.

mceclip2.png

Once the sync is completed, the Mailchimp Campaign will then be created as a Salesforce Campaign with the Marketing Metrics and its Campaign Member(s):

mceclip21.png

mceclip22.png

If "Create Campaign + Activity" or  "Create Activity" in Step 1 is selected, you can see the metrics under the Activity History of a specific Contact:

mceclip23.png

Need some help?

image8.gif

Check out the options below on how you can contact our support team and find the answers you need to help you with your SyncApps integrations.

Help Center & Email is 24/7 to support@cazoomi.com | Live Chat & Phone is scheduled  

FAQs

Check out these Help Desk articles for answers to frequently asked questions.

Get Started | Login Issues | Pricing

Check out our subscriber's story here on how SyncApps helped them save hundreds of hours per year!

Subscriber-Story-kitchen-table-advisors-CTA.jpeg

 

Have more questions? Submit a request

Comments