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Mailchimp for Salesforce Guide for Group(s) or Tag(s) Segmentation and testing Marketing Metrics Flow

 

Salesforce setup

Option A: Using your Salesforce Campaigns to create Mailchimp Groups

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

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.

 

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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.

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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.

 

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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 Sync Profile setup in SyncApps.

 

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

 

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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 "Sync Profiles" Tab located at the left-hand panel of the screen below the "Dashboard" then tap the "Create new Integration" or "Create Sync Profile" button.

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

What is a Sync Profile? it is really just another name for integration to make it simple.

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Step 1: Salesforce

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

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 Sync Profile as we call it. 

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

 

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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.

 

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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 article below:

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: 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. 

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Once done, tap the "Next Step" button located on the bottom right of the screen. Once you reach Step 2 of the Sync Profile, 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

 

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

Step 2: Mailchimp

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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 select 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 it. More on that here.

 

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

 

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

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:

 

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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 they 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.

 

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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. 

 

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We're all done!

Head back to SyncApps and rerun the sync.

 

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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):

 

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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:

 

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Need more help or having difficulties? Feel free to reach back out to us through support@cazoomi.com or book a call today!

 

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