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Dynamics 365 to Mailchimp Setup with Features Explained

Hello there! Need to know how to put all the pieces together to integrate Dynamics 365 to Mailchimp?

We’re here to help! We’ve crafted this article just for the subscribers like you so that it’ll help you understand how SyncApps works with your Mailchimp for Dynamics 365.

Before starting, take a look at our basic integration setup as explained here:

Check out some key documentation for Mailchimp for Dynamics 365 integration:

Before setting up the integration, here are some important integration points:

  • Make sure that your Microsoft Dynamics CRM/Dynamics 365 Web Services URL works. See how to check it here.
  • If on a Free Trial, create a test CRM List or Marketing List with test records in it so that not all records from your CRM database will be synced to MailChimp.
  • Create test Master List/Audience in Mailchimp (This test Audience will be specified in Step 2 of the Sync Profile where you want your Dynamics 365 records to be synced.)
  • Scheduling of a Sync Profile is available on Free Trials and Paid plans. (Step 6)

Let’s get started!

Setting up your Sync Profile

Setting up your Sync Profile (integration) is super simple! Dynamics 365 to Mailchimp Setup. Looking for a Quick Setup Guided Tour? Search in our YouTube playlist here.

You are now setting up the integration, so we are giving you an EXTRA 2 Weeks Free on us! Enjoy 4 Full Weeks of our real-time, Enterprise plan integration.

  • Unlimited Records sync between the software you connect
  • Unlimited Opt-Out sync from your Marketing Automation solution
  • Unlimited Campaigns/Marketing List/Tags/ListViews/Saved Searches sync
  • Unlimited Campaigns from your Marketing Automation solution of choice
  • Sync on Demand included for easy testing of your integration scenarios
  • Scheduling of a Sync Profile is available on Free Trial and Paid plans (Step 6)

Pre-Steps

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Once you’ve tapped the Sync Profiles tab, tap the “Create Sync Profile” button.

Enter any designated name for your new Sync Profile as your identifier. Then in Sync Type, select Dynamics 365 to Mailchimp.

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Step 1: Dynamics 365

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Enter your Dynamics 365 credentials and select the Authentication Type and Web Services URL. See the guides below for more information:

Select your preferred Entity Type (Object type) to sync. If wanting to sync different Entity types, create separate Sync Profiles for each as we only sync 1 Entity type per Sync Profile.

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Marketing List Sync

  • An email List will be created for each CRM Marketing List. If the Marketing List(s) feature is selected, only the records in your Marketing List(s) will be integrated into your Marketing Automation solution.

An email List will be created for each Dynamics CRM Marketing List. If the Marketing List(s) feature is selected, only the records in each Marketing List(s) will get synced.

If you need to automatically remove records from your Marketing Automation solution, particularly when they are no longer a part of any synced CRM Marketing List, then please also subscribe to our "Full Sync" Add-On Subscription which is the only way in the integration to remove a CRM member from a synced external list.

Full Sync - How it Works!

Unsubscribe opted-out Contacts or Leads in Dynamics 365  from Mailchimp

  • If this option is not checked, then opted-out Contacts or Leads are simply ignored (not synced to Mailchimp).

A Contact or Lead is considered to be opted-out in Dynamics 365 if "Do Not Allow Email" or "Do Not Allow Bulk Email" attribute on Contact or Lead is selected.

Remove inactive Contacts, Leads or Accounts from Mailchimp

  • If a Contact, Lead or Account is made inactive, SyncApps will remove the email address from Mailchimp.

Sync Campaign Responses

  • A Dynamics 365 campaign will be created for each email campaign.

For more information on marketing metrics and URLs clicked setup, please tap here.

The email template will be attached as an HTML file to the Campaign created in Dynamics CRM. The email template is attached as a Campaign Note.

Sync clicked URLs

  • Clicked URLs will be stored on Campaign Responses description.

For more information on marketing metrics and URLs clicked setup, please tap here.

Step 2: Mailchimp

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To obtain a Mailchimp API key please log into Mailchimp, press the Top Menu: Account > Extras > Your API Keys. Create a new API Key or copy an existing API Key into SyncApps.

To use SyncApps you must be an Admin role and above. Please use your username and password.

Mailchimp Audience

A Mailchimp Audience must be created manually first in Mailchimp then the Mailchimp Audience name copied to SyncApps before saving the Sync Profile.

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

If you would like to sync to a different List in Mailchimp, you'll need to set up another Sync Profile for that use case.

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Do not Sync new Mailchimp Subscribers (One-Way sync)

  • If wanting to sync only the new records or existing records from Mailchimp, enable this option; One-way sync.

Do not sync unsubscribed status to Microsoft Dynamics CRM

  • By default, SyncApps will set opted-out status in Dynamics 365 for unsubscribed emails. Please check this checkbox if you do not want unsubscribed emails status to be synced.

Group Title to Use (“Use Groups” under Segmentation method)

  • This field is optional. For marketing list sync feature, each Dynamics 365 Marketing List/Campaign is synced to a Mailchimp Group.

By default, SyncApps will use "Sync App Groupings" Group title with Hidden type (not displayed in Mailchimp form). You can override the title of the Group by putting in a different Group title.

To display Groups in Mailchimp signup form, please create new Groups with checkboxes type and specify the Group title in this field. 

“Use Tags” under Segmentation method

On a Full Sync remove any Contacts from the Mailchimp Audience when they no longer meet any segmentation criteria in Step 1 or Step 5.

If using the Add-On for Full Sync then this feature will delete the Contact from the Mailchimp Audience each time a Full Sync is run in your integration.

The Full Sync option is visible in Sync Add-Ons in Step 3 only if you have selected a segmentation feature (either NetSuite Saved Search, Salesforce Campaign or Marketing List, Dynamics 365 Marketing List, Zoho Campaign, Bullhorn Tearsheet or the Enable Segmentation feature in Step 5).

Update Microsoft Dynamics CRM if subscribers update their profiles in Mailchimp

  • If this option is checked then if subscribers update their profiles in Mailchimp, the updated fields will reflect back to Dynamics 365 record using Webhooks even if the sync is not initiated. This only works for Mailchimp to Dynamics 365 direction, Dynamics 365 to Mailchimp direction will need to run the sync.

Campaign Response Sync Selection

Each MailChimp Campaign syncs back to a Microsoft Dynamics CRM Note on each record sent to from Mailchimp.

Step 3: Add-On

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Sync Add-Ons are optional. Available Add-Ons in Step 3 of the Sync Profile may depend on which Plan and integration you select.

Want to know which Sync Add-On fits your requirement? Give us a shout out today!

Step 4: Field Mapping

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Field Mapping is optional.

Basic fields such as Email address, Name, Title, Address, Company name, and Phone are already pre-mapped even if you haven’t enabled this Step. Otherwise, if you have more additional fields to map, then you’ll have to set these fields up here.

Generic Field Mapping Guide

Step 5: Filtering and Segmentation

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This Step is one of our most powerful features used by most of our subscribers. Like for example, you have 1000’s of records in your CRM then you only want to pull out the records with specific criteria, only these records will be synced to your Mailchimp Master List. 

See here for more information on how it works.

Filtering and Segmentation Guide

Step 6: Sync Scheduling

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Finally, the very last Step. Just select the time when you would like to sync your data automatically.

Sync Scheduling Guide

Tap the Finish button and then Sync Now. More questions or hit any snags? You can always reach out to our 24/7 Support team.

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Need some help?

Check out your options below to 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

Why We Don't Have Instant Phone Support

SyncApps limits instant support to online means due to a few reasons, but mostly that integration issues can range from super easy to off the charts hard to solve. Deciding which type via phone or chat is tricky unless we get some much-needed information upfront as we might have to involve multiple teams to get you the answers you need. 

Not very ideal for instant phone support right.

  • Online support and scheduled phone calls help keep SyncApps priced for small businesses, nonprofits, to even large enterprises, and keeps our Engineers busy building and maintaining the best iPaaS features for subscribers just like you.
  • Online support also helps our multiple teams, from Engineering to Tier I, II & III Support get the details needed to solve a given integration issue. Depending on the severity of the problem our team will get you to the right resources like our easy to read Help Desk articles, How-To videos, or schedule a call to get your integration questions answered or problems solved so that your organization does not miss a beat integrating your organization’s lifeblood, your data.
  • Instant Chat support is evaluated on a case by case basis and can be turned on by our support teams when needed for anyone needing instant answers while in the integration.

FAQs

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

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