Set up sync with Zoho CRM - Online Help | Zoho Campaigns

Set up sync with Zoho CRM - New integration model

You can set up your sync settings to enable syncing of all your contacts and leads between Zoho CRM and Zoho Campaigns. All our syncs will be instant, which facilitates consistency of your contact data in Zoho Campaigns and Zoho CRM. All contacts will be synced with Zoho Campaigns. You can organize them into segments and send targeted emails.

 Initiating a Sync

To initiate sync:
  1. From the Navigation toolbar, choose Contacts and select Sync Services.
  2. Click Create Sync.
  3. Select the module to be synced: Leads, Contacts, or Custom Modules.
  4. Select the mailing list and/or topic to which you want to sync the records.
  5. Select Subscription Type: marketing or non-marketing. Marketing refers to contacts who are willing to receive marketing emails and have expressed the same to you.
  6. Select the lawful basis for communication if you have enabled GDPR compliant email marketing.
  7. If you have enabled GDPR compliant email marketing, you can enable Update Consent status from Zoho CRM toggle to map the consent status of contacts from Zoho CRM to Zoho Campaigns. 
  8. Enable Update empty field values to update and delete values of mapped fields in Zoho Campaigns as and when they're deleted from Zoho CRM.
  9. Under advanced option, you will be able to enable Exclude opt-out contacts and Remove opt-out CRM records to sync active contacts and remove opt-out Zoho CRM records from Zoho Campaigns, respectively. 
  10. Click Next. 
Note:
  1. If you have email opt-out contacts, you can either exclude them from the sync, remove them from your mailing list or remove from Zoho Campaigns by selecting the respective radio button under Advanced Options section.
  2.  If you select Remove "Converted Leads" from the list option, those contacts will be removed from the selected list but it will not be removed from All Contacts. 

Mapping the fields

After initiating the sync, you can map the fields you need under Contacts. Basic details are pre-mapped under all sections. Add new custom fields to map any other data that you want to sync.
For the All Contacts module, you can map Accounts and Deals fields as well.
field mapping 
Click Map more fields if you want to add more fields to the mapping.  Mapping fields is not a mandatory step. You can map fields at any time. Click Initiate to initiate the sync.
Some fields cannot be mapped with Zoho Campaigns,
  1. Modified By
  2. Created By
  3. Modified Time
  4. Layout
  5. Wizard
  6. Lookup and multi-user lookup
  7. Profile/record image
  8. File upload
  9. Subform
  10. Image upload
  11. Data Processing Basis
  12. Last Follow Up By
  13. Territories
When you have enabled GDPR compliant email marketing, you can update the consent status of the contacts/leads that you want to sync. You can do this by enabling the toggle button corresponding to the consent status while creating the sync. If the synced contacts have not expressed their concern or if you have not enabled GDPR in Zoho CRM, then the contacts will be imported as "Non-Marketing" contacts.

Sync Detail View

To see the sync detail view,
  1. From the Navigation toolbar, choose Contacts and select Sync Services.
  2. Click Active syncs.
  3. Click the required sync to see the detailed view.
    sync detail view
You can edit the sync by clicking Edit in the sync detailed view. You can edit sync setting and field mapping if required.
You can pause or resume sync in the detailed view by clicking the button on the top-right corner.

Sync history

You can view all the contacts synced from its creation along with details like total contact data updated, number of newly added, updated and skipped contacts.
sync history
 

Total count refers to the total number of contacts that were involved in the sync
Added refer to the new contacts added via the sync
Updated refers to the contacts whose fields were updated in the sync.
Skipped contacts can be exported and falls under the following types,
  1. Duplicate contacts refer to the contacts that were earlier added and deleted, and have been added again via the sync.
  2. Ignored contacts refer to the contacts that were not added to Zoho Campaigns due to some reasons. Click here to learn more about ignored contacts. 

FAQs - New integration model

1. Can I create syncs with multiple accounts of the same Zoho Campaigns organization?
It is now possible to create syncs with multiple accounts. However, after September 30, 2022, we only permit one admin account of Zoho Campaigns organization to be integrated with Zoho CRM. This means you won't be able to create syncs with multiple accounts of the same Zoho Campaigns organization, or after migrating to the new Zoho CRM integration set up.

2. What will happen to all the existing syncs?
We will continue to support all the syncs with Zoho CRM until September 30, 2022. After this, these syncs will be removed. We suggest that the users create a new sync that matches their requirements before the said date.
 
3. Will all my contacts from Zoho CRM be synced with Zoho Campaigns in this new integration setup?
Yes, when you create a sync between Zoho CRM and Zoho Campaigns for a particular CRM module, all contacts under that module will be synced to Zoho Campaigns. Henceforth, view will not be available, so we sync all contacts under a selected module.
 
4. What is the alternate for syncing specific contacts based on views to send targeted emails to them?
There is no alternate for syncing certain contacts based on views as we will sync all contacts in a module without relying on view in the new integration setup. However, there are two other alternative ways in which this can be achieved:
  1. Create a segment with criteria similar to that of the required view for the synced contacts.
  2. Create workflows and move the respective contacts to the preferred mailing list.
5. What happens when the contacts' count in a sync exceeds the contact limit of my current subscription plan? 
We will automatically upgrade to the next subscription limit if the contacts' count in a sync exceeds the contact limit. The adjustment in your subscription plan will be reflected in the upcoming billing cycle. 
Note: CRMPlus and Zoho One users has to upgrade it manually.
 
6. Is it mandatory to add the contacts to a mailing list?
 It is not mandatory to add each sync's contacts to a list. Each sync created will directly push the CRM contacts to All Contacts in Zoho Campaigns. However, we provide you a choice to add the synced contacts to a list. Else, you can create a segment that dynamically updates with the contacts added via sync.
 
7. Will all existing feature be supported in the new CRM sync setup?
Most of the existing features will be supported in the new CRM sync setup. But, the following features under CRM set up will be discontinued. This is because with the new CRM flow these features becomes either redundant or irrelevant in the new flow
  1. Update email campaigns in custom field in Zoho CRM(Last 5 campaigns) - This data will be pushed by default to Zoho CRM. So, this option is redundant.
  2. Push contacts and leads based on click and opens to Zoho CRM -This data can be updated to Zoho CRM using workflows making this option redundant.
8. What is subscription type?
Subscription type helps you identify if the user is interested in receiving marketing campaigns on behalf of your organization. The two subscription types are:
  1. Marketing
  2. Non-marketing 
9. What does marketing and non-marketing subscription types mean? 
  1. Marketing - Contacts under this subscription preference have granted their permission to receive all marketing related communication and adding these contacts will be reflected in your subscription plan. 
  2. Non - marketing - Contacts under this subscription preference will not receive any marketing-related communication. Adding these contacts will not be reflected in your subscription plan.  
10. Will the subscription status field of existing contacts be overwritten after every sync?
The subscription type field of existing contacts added to Zoho Campaigns will not be overwritten. We will only sync the subscription type of newly added contacts from Zoho CRM.


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