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Mailchimp for Zoho CRM Setup with features explained

Setting up Zoho CRM for Mailchimp integration is super simple with SyncApps!

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

Check out some key documentation for Mailchimp with Zoho integration:

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

  • Zoho CRM OAuth Supported.

  • In Zoho CRM, make sure you have created some records for TESTING purposes so that the Production records will be untouched during the Free Trial. Create a Test Campaign or List View. You may use the Filtering and Segmentation feature as an alternative to segment the list under your Mailchimp Audience.
  • In Mailchimp, create an Audience as you will specify this in Step 2 of the Set Up, you may also specify the existing ones if you have.
  •  Scheduling of a Set Up is available on both Free Trial and Paid plans. (Step 6)

Let’s get started!

Setting up your Integration

Setting up your "Set Up" (integration) is easy! Looking for a Quick Setup Guided Tour

You are now setting up the integration, so we are giving you 28 days on us!

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 Zoho CRM and Mailchimp
  • Sync 1 - 1,000,000+ Opt-Outs from your Mailchimp
  • Sync 1 - 1,000,000+ Campaigns/Tags/List Views
  • Integrate 1 - 1,000,000+ Campaigns from your Mailchimp and Zoho CRM
  • Sync on Demand included for easy testing of your integration scenarios
  • Scheduling of a Set Up is available on both 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 a new Integration Set Up” button.

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

Step 1: Zoho CRM

Authentication Type

  • Use the "OAuth2" to connect to Zoho CRM API V2 then tap the "Authorize access to Zoho CRM".

Is your Zoho account an overseas type like EU, Australia, or India?

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Module Type to Sync 

  • Selecting a Module Type per Set Up will allow you to sync which type of record SyncApps will sync. Let's say Contact, then only Contact Type records will be synced. Please note that you can only sync 1 Module Type per Set Up. If needing to sync the Leads, then you will need to create another Set Up for it. Supported Module Types: Contacts and Leads.
  • Need to Sync Zoho CRM Potentials? Grab our Add-On today!

Sync Mode 

There are several Sync Modes available. You may only select one per Set Up, but you may change it later on if desired:

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Sync All Contacts or Leads

  • From the word itself, all Contacts or Leads will be synced to your Mailchimp Audience. Let's say you've selected Contacts as the Module Type, then all Contacts will be synced.

All Active Campaigns

  • All Zoho CRM Campaigns that are marked as "Active" will only be the ones that will be synced to Mailchimp. These Active Campaigns will then be created into separate Groups or Tags (identifier is in Step 2 under "Segmentation Method") under the specified Mailchimp Audience.

All Campaigns

  • All Campaigns, whether Active or inactive, will be synced to Mailchimp. These Campaigns will then be created into separate Group(s)/Tag(s) (identifier is in Step 2 under "Segmentation Method")  under the specified Mailchimp Audience.

Sync Specific Campaigns

  • Only the selected Campaigns will be synced to Mailchimp. These Campaigns will then be created into separate Group(s)/Tag(s) (identifier is in Step 2 under "Segmentation Method") under the specified Mailchimp Audience.

Sync Specific List Views

  • Specific List Views will only be the ones that will be synced to Mailchimp. These List Views will then be created into separate Group(s)/Tag(s) (identifier is in Step 2 under "Segmentation Method") under the specified Mailchimp Audience.

Zoho CRM Account Time Zone

  • To get the account time zone, please log in to your Zoho CRM account using your username and password and go to Setup > Personal Settings > Account Information. You will see time zone information on the page.

On Contact or Lead creation, use "Unknown" as the last name if the last name is blank

  • If a new record lands in Zoho CRM from your Mailchimp Audience with a blank Last Name, Zoho CRM will reject the record, as the Last Name is a required field in Zoho CRM. If you still want the record to be synced without the Last Name, please enable this option.

Retrieve Contact/Account Potentials

  • If this option is checked, Potentials fields will be available on the mapping configuration. This feature may need many API calls if you have a large number of Potentials. Please note that it may cause an exceeding API limit issue if you have a large number of potentials. For example, larger than 10,000.

Unsubscribe opted-out Contacts or Leads in Zoho CRM from Mailchimp

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

Sync deleted Contacts or Leads in Zoho CRM to Mailchimp 

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

Execute workflow trigger on new Contact or Lead creation, Execute workflow trigger on Contact or Lead update

  • In Zoho CRM integration, we set the workflow trigger for Contact or Lead update (opt-out, bounce, etc), including the following:

    1. Update opted out status 
    2. Update hard bounced status 
    3. Update bounce reason

    We also set the workflow trigger on Campaign Response sync to Zoho Custom Modules by default. For more on the Zoho CRM workflow trigger, please see Zoho CRM Support.

Sync Campaign Responses to Zoho CRM, Display email subject in Campaign Responses details

  • This will allow you to sync your Mailchimp Campaigns' marketing metrics such as opens, clicks, and bounces back to Zoho CRM. To understand which Campaign Response Method to use, please tap the button below for reference:

    Tap here

If you're done with Step 1 of the Set Up, hit next so that the configurations will be saved.

Step 2: Mailchimp

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Connect your Mailchimp account through this step by tapping the “Connect” button. You will then be directed to the oAuth page that’ll log into your software. For some, they’ll need to enter their Mailchimp credentials here.

After entering credentials, enter the name of your Main List.

Now, what is the Main Audience, and why do we need to define it in Step 2?

During the sync process, a new Audience with the specified name will be created in Mailchimp. You can still use the names of your existing Audience in Mailchimp if there are any. Note that if you are to name the Main Audience the same name as an existing Mailchimp Audience, make sure to match the spelling 100% if you don't want to create a new list in Mailchimp and instead want to marry the new list with an existing one.

When adding new subscribers to any Mailchimp Audience, please note that only those in your "Main Audience" will be synced, or select from the following options; (Sync all active Contacts not just those in the specified Mailchimp Audience, to sync the specific Mailchimp subscribers to CRM.

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

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

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

  • If you don't want the new subscribers to be synced to Zoho CRM, then enable this option.

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

  • If you don't want the Mailchimp unsubscribe status to sync back to the Zoho CRM record, then check this option.

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

  • This field is optional.

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 it 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. 

Segmentation Method 

The Segmentation method is how you want your Zoho CRM Campaigns, List Views, Tags, or Segments (Step 5) to be created in Mailchimp so do not forget to also edit this part as by default, Groups is selected.

“Use Tags” 

“Use Groups”

  • This will create Groups from CRM List in your Mailchimp Audience.

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 

  • If using the Add-On for Full Sync, this feature will delete the record(s) from the Mailchimp Audience each time a Full Sync is being run in your integration.

Update Zoho CRM if subscribers update their profiles in Mailchimp

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

Update Zoho CRM if Mailchimp account admin updates the subscriber profile

  • If this option is checked and Admin updates their profiles in Mailchimp, the updated fields will reflect back to the Zoho CRM record using Webhooks even if the sync is not initiated. This only works for Mailchimp to Zoho CRM direction, Zoho CRM to Mailchimp direction will need to run the sync.

Step 3: Sync Add-Ons

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

Want to know which Sync Add-Ons fit your requirement? Give us a shout today!

Step 4: Field Mapping

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Field Mapping is optional. Basic fields such as below are already pre-mapped even if you haven’t enabled this step. 

Step 5: Filtering and Segmentation

mceclip4.pngThis step is one of our most powerful features ever used by most of our subscribers. For example, if you have thousands of records in your CRM and 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.

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.

Tap the "Finish" button and then Sync Now. 

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