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Mailchimp for NetSuite Setup with Features Explained

 

Setting up NetSuite and Mailchimp is super simple to do once all the requirements are known. 

We’re here to help! We’ve crafted this article just for you to help you understand how SyncApps works when integrating Mailchimp with NetSuite.

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

Check out some key documentation for Mailchimp for NetSuite integration:

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

  • Make sure that your NetSuite Roles/Permissions and Authentication (Token Based Authentication is suggested) are set.
  • Create a test Saved Search, NetSuite Subscription, or records for testing purposes.
  • Create a test Audience in Mailchimp (this test Audience will be specified in Step 2 of the Set Up where you want your NetSuite records to be synced) or you can also use an existing Mailchimp Audience.
  • Scheduling of a Set Up is available on Free Trial and Paid plans. (Step 6)

Let’s Get Started!

Setting up your Integration

Setting up your Set Up (integration) is super simple!

See the video below on how to set up Mailchimp for NetSuite.

Setting up your Set Up (integration) is easy! 

You are now setting up the integration so enjoy 4 Full Weeks to test out all your use cases using all our features and integration capabilities.

  • Sync 1 - 1,000,000+ Records between Mailchimp and NetSuite
  • Sync 1 - 1,000,000+ Opt-Outs or unsubscribes from Mailchimp to NetSuite's Global Subscription Status set to "Soft Opt-Out"
  • Sync 1 - 1,000,000+ Saved Searches or NetSuite Subscriptions to Mailchimp Groups, Tags
  • Integrate 1 - 1,000,000+ Marketing Metrics from Mailchimp back to NetSuite
  • NetSuite eCommerce data synced to Mailchimp for Campaign ROI analysis
  • Sync on Demand included for easy testing of your integration scenarios
  • Scheduling of a Set Up is available on Free Trial and Paid plans (Step 6)

Pre-Steps

 

Logging in to your SyncApps account will land you the SyncApps Dashboard. Head to Set Ups and Once you’ve selected the Set Ups tab, tap the “Create Set Up” button.

Enter any designated name for your new Set Up as your identifier. Then in Sync Type, select NetSuite and Mailchimp. 

Step 1: NetSuite  

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NetSuite Configuration

Enter your NetSuite account credentials using (TBA) Token-Based Authentication, please see the article below on how to do it: 

How to Setup NetSuite Token-Based Authentication as Authentication Type

Gather your information such as your Account ID, Username, Password, and Application ID, if using the "Username and Password" Authentication type, which we also support.

You can use a NetSuite Sandbox, which is really just a test account type that replicates your live NetSuite account. It uses testing records that will not affect your live or production records when syncing. If you are testing records or requirements and want your production records to remain unaltered, enable this option.

What do you want to sync? 

  • Options are All Contacts, Specific NetSuite Saved Searches, Specific NetSuite Contact Subscriptions, and Specific NetSuite Customer Subscriptions.

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You can only use 1 "Records to Sync" per Set Up. For example, if you select "All Contacts" as the "Records to Sync", then all the Contact type records in your NetSuite database will be synced to and from Mailchimp.

When doing some testing on how it works, the best way is to create a Contact or Customer Saved Search to limit the number of records that will be syncing to your Mailchimp Audience. At the same time, each Saved Search will be created into Groups or Tags under the "My Groups" Group Category that will be created by SyncApps.

Sync Email Marketing Data

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  • If this option is checked, email marketing data (opens, clicks, and links clicked metrics) will be synced to a Custom Record in NetSuite.
  • The custom record will be created automatically by SyncApps and capture data for 30 days after a campaign is initiated. If you need more than 30 days of data we have an Add-On for 90 days, 180 days, and Unlimited data. Please reach try our Professional or Enterprise plans.

How to see your Marketing Automation Solution metrics in NetSuite

  • Email Marketing Campaign metrics land on the custom subtab on the NetSuite Customer and/or Contact record. The NetSuite custom subtab name can be changed to meet your needs in NetSuite.
  • By default SyncApps only correlate Contacts or Customers that have been synced before (found in the SyncApps cache). This means we remember the email address. Using this option can be enabled to search in NetSuite if a Contact or Customer is not found in the cache.

More Options

Unsubscribe opted-out Customers or Contacts in NetSuite from Mailchimp

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  • A record is considered to be opted out if its Global Subscription Status is either Soft Opt-Out or Confirmed Opt-Out.
  • If this option is not checked then opted-out Customers or Contacts are simply ignored (not synced to Mailchimp).
  • If this option is checked then in Mailchimp every record will be marked as Unsubscribed who is currently Soft-Opt Out in NetSuite on their Global Subscription Status. And each record will be removed from all Mailchimp lists.

Sync deleted Contacts or Customers in NetSuite to Mailchimp

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  • If Customer or Contact is deleted, SyncApps will remove the email address from Mailchimp Main Audience. This feature will only take effect If using “All Contacts” under “Records to Sync” is selected.

New Subscriber Object Type

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  • Please select what NetSuite object type to be created when a new record is created in Mailchimp.

Replace UTF-16 characters with blank

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  • Emojis and other special characters with UTF-16 encoding are not supported by the NetSuite API. Enabling this feature will replace those characters with a blank space during sync to avoid errors.

Use Email Address as Entity ID (Name) for new Contact or Customer

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  • By default, SyncApps will not set Entity ID and let NetSuite generate the Entity ID.
  • This also is dependent on the NetSuite setting as it can be an auto-generated number or First Name + Last Name for Contact Name and Company Name as Customer Name.
  • If this option is checked SyncApps will use an email address instead.

Default Subsidiary (for NetSuite OneWorld user only)

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  • For NetSuite OneWorld users please enter the default subsidiary name for new Customer or Contact created by SyncApps, otherwise, Customer or Contact creation will fail.
  • In some cases, a subscriber will create a Set Up for each NetSuite Subsidiary that they want to integrate. To make sure that each Set Up syncs with its assigned Subsidiary please be sure to only use a NetSuite role with NetSuite Subsidiary access and also create a separate NetSuite role for reaching NetSuite Subsidiaries assigned.
Note -- Default subsidiary is only used for new record creation in NetSuite.

After you have set the configuration in Step 1, hit the next button.

Step 2: Mailchimp  

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Mailchimp Configuration

Connect your Mailchimp account in this step by tapping the “Connect” button. You will then be directed to the oAuth page that’ll log in to Mailchimp. Enter your Mailchimp credentials here.

Generate a new API Key, copy then paste it in the API key box in Step 2 of the Set Up.

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.

After which, enter the name of your Main Audience Now, what is the Main Audience, and why do we need to define it in Step 2?

Sync Mailchimp Audience can be selected from the dropdown of available Mailchimp Audiences. 

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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 Audience in Mailchimp, you'll need to set up another Set Up for that use case.

Campaign Response Sync Selection

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  • Each Mailchimp Campaign syncs back to a NetSuite Note for each record sent from Mailchimp.
  • By default, SyncApps will only retrieve Campaign Responses until 30 days after the Campaign is sent. Need to retrieve Campaign Responses past the 30 day limit for Campaign Responses retrieval? Upgrade to Enterprise Plan or you may purchase an Add-On below:

Purchase Add-On

For more options, tap “More Options”. If you want to learn more about the features, hover over to the SyncNotes tooltips (i)

More Options

Need to use Multiple Group Categories on a Mailchimp Audience? Check it here

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  • A NetSuite Saved Search, Subscription must be selected in Step 1 in order to be used in this setting.
  • To change which NetSuite Saved Search, Subscription should map to, please check the checkbox after the Mailchimp Group Category name.
  • Next, enter the Mailchimp Group Category you want to use to sync from the NetSuite Saved Search or Subscription.

Segmentation Method

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  • Automatically creates Mailchimp Groups or Tags into your Mailchimp Audience from NetSuite Saved Searches and Subscriptions.

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  • Auto creates Mailchimp Groups into your Mailchimp Audience from your NetSuite Saved Searches and Subscriptions used in Step 1 of your Set Up.

Group Category to Use

  • This field is optional. For the List Sync feature, each NetSuite Saved Search or Subscription is synced to a Mailchimp Group.
  • By default, SyncApps will use the "My Groups" Group category with Hidden type (not displayed in Mailchimp form). You can override the category of the Group by putting in a different Group category.
  • To display Groups in the Mailchimp signup form please create new Groups with checkboxes type and specify the Group category in this field.

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Want to remove records from your Mailchimp Audience when they no longer meet the segmentation criteria in Step 1 or Step 5 (Filtering and Segmentation) of the Set Up? Select this feature

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  • If using the Add-On for Full Sync then this feature will delete the record(s) from the Mailchimp Audience each time a Full Sync is run in your integration.
  • Check out here how the Add-On for the Full Sync works.

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  • Once the record is deleted in Mailchimp via the Full Sync feature or removed in CRM via Remove opted-out Contacts, Leads, or Accounts in NetSuite from Mailchimp, please select which deletion method in Mailchimp you would like to use.
  • Archive, Once the record is deleted, it will be placed in the Archives but the activity data will still be in your Campaign Reports in Mailchimp. You can also re-add them later on via the Mailchimp Resubscribe form.
  • Permanently Delete. This will Permanently delete the record Mailchimp including the data inside the record. Once deleted, you cannot add them back to that Audience.
Note: To use this feature the Full Sync Add-On needs to be enabled in Step 3.

Don't want to sync unsubscribed status to NetSuite when they unsubscribe in Mailchimp? Select this feature 

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

Need to add back Archived but not Unsubscribed or Deleted records to your Mailchimp Audience? Try this feature

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  • By default, when a Contact or Lead that was synced by SyncApps is then Archived in Mailchimp, on the next sync, that record will no longer be updated in Mailchimp.
  • If you want them to be resubscribed and unarchive them in Mailchimp automatically so that they will be updated on the next sync, please enable this feature.
Note: This will only work for records that are synced (cached) by SyncApps. Meaning, if they are marked as archive prior to the sync and SyncApps hasn’t initially synced (cached) the records to Mailchimp, those will not be updated.

Need to update NetSuite when subscribers update their Profiles in Mailchimp? Select this feature 

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  • This feature, if selected, will use the mapping configuration in Step 4 of your Set Up to update records in NetSuite. Please make sure you configure the mapping correctly.
  • A Mailchimp webhook will be enabled in the Mailchimp Audience named in Step 2 of your Set Up if this option is enabled.
  • Please note that webhooks run independently of your integration when any data is modified on the Mailchimp side. What this means is that one set up in SyncApps anytime, regardless of your Sync Schedule, a Mailchimp subscriber updates their record it will sync back to NetSuite provided the fields are mapped in Step 4.

Sync eCommerce Data

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  • This feature is key to sync all NetSuite eCommerce data to your Mailchimp individual records purchased from your SuiteCommerce Store.
  • Please note that the first sync may take a longer time than usual due to integrating all NetSuite Sales Orders, Products, and Customers from NetSuite to Mailchimp to analyze eCommerce metrics.

Check out this article here: Sync eCommerce Data from NetSuite to Mailchimp

Want to prevent new Mailchimp Subscribers from syncing to NetSuite? Select this
feature

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  • Have a mixed Mailchimp Audience with records that exist in both your NetSuite and in Mailchimp yet also some records that do not exist yet in NetSuite?
  • This feature will not sync any records back to NetSuite from your Main Audience yet only match those that exist between your NetSuite and Mailchimp Main Audience.
  • If you select the feature "Need to update Salesforce when subscribers update their Profiles in Mailchimp" then anytime an existing subscriber in both NetSuite and in Mailchimp changes some data it will flow back to NetSuite.
  • New Mailchimp Subscribers will not sync back to NetSuite allowing you to manage only those that exist today between your NetSuite and Mailchimp Main Audience.

After you have set the configuration in Step 2, hit the next button.

Step 3: Sync Add-Ons  

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

Check out this video on How Add-Ons work:

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. If you have additional fields to map, then you’ll have to set these fields up here.

Generic Field Mapping Guide

Check out this video on How Field Mapping Works:

Step 5: Filtering and Segmentation  

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This step is one of the most powerful features ever used by most of our subscribers. For example, you have thousands of records in NetSuite then you only want to pull out the records with specific criteria, only these records will be synced to your Mailchimp Main Audience. 

See here for more information on how it works.

Filtering and Segmentation Guide

SyncApps recommendation: This feature works the same with the NetSuite Saved Search yet it's better to use the Saved Search feature in Step 1 instead as the Custom Fields available in Step 4 are tied to it. If using the Filtering and Segmentation feature purely then only the standard fields will be available for mapping in Step 4.

Check out this video on How Filtering and Segmentation Works:

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

Check out this video on How Scheduling Works:

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

Need some help?

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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.

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