Zoho Campaigns Integration with Zoho CRM | Online Help - Zoho CRM

Integrating Zoho Campaigns with Zoho CRM

Email marketing is one of the most widely followed methods to engage new and existing prospects. Zoho Campaigns is a platform that allows you to create, send, and track your email campaigns. By integrating it with Zoho CRM, you can easily create a mailing list containing all the leads or contacts you want to send campaigns to.
Zoho Campaigns is not to be confused with CRM's native Campaigns module. Zoho Campaigns is an email marketing application from Zoho. There is a module called Campaigns in Zoho CRM which will help you plan any marketing campaign for your business, not just email campaigns.
You can also track the responses to emails sent via Zoho Campaigns in CRM's in-built Campaigns module.

Setting up Integration between Zoho Campaigns and CRM

Synchronising CRM and Zoho Campaigns allows you to export leads and contacts from CRM to Zoho Campaigns and send them email campaigns. You can plan and execute campaigns like newsletters, welcome emails, and surveys and track the prospects' responses to help you make better marketing decisions. For example, you have better chances with a prospect who clicks on an email than one who has marked the email as spam.
Note: This integration is available for all editions and allows organizations to send campaigns from the Zoho Campaigns platform.
Setting up the integration involves the following steps:
Step 1. Choose the sync type
There are two types of sync that you can choose while setting up the integration:
  1. Periodic Sync: Lets you set up a routine sync that imports records from CRM to Zoho Campaigns on a periodic basis like once, daily, weekly, or monthly.
  2. Immediate Sync: Lets you set up an instant sync when you want changes made in the CRM account to be reflected in your Zoho Campaigns account immediately. 
Step 2. Sync CRM views with Zoho Campaigns mailing list
  1. Views are groups of records that match the defined criteria. For example, the Today's leads view is a list of leads that were added to your account today. You can use the default views in CRM or create custom views. 
  2. Mailing lists in Zoho Campaigns are a collection of email contacts that are grouped together based on specified criteria.
Note: Sync is available for the Leads, Contacts and Custom modules (the modules must have an Email field).
 Step 3. Map CRM fields with Zoho Campaigns
Once the sync is completed, the values of the mapped CRM fields are transferred to the Zoho Campaign fields. The user can customize the field mapping.
Fields that cannot be mapped:
  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
Note
  1. If a field is created in a module during field mapping, then this field will be seen only in those records that appear after this sync is enabled. For existing campaigns this field will appear ONLY if you re-initiate the sync for individual campaigns. For example, if you added a field called Customer response during field mapping, this field will not appear in the campaigns that were synced earlier. You must re-initiate the sync in the earlier campaings to view the field.
Step 4. CRM to Campaigns tab
You can select the following parameters on the CRM to Campaigns tab:
  1. Update fields with empty values: When this option is enabled, the deleted values of mapped fields in Zoho CRM will be updated and deleted from Zoho Campaigns as well.
  2. Update deleted contacts: When this option is enabled, contacts that are deleted from Zoho CRM will also be removed from Zoho Campaigns

Configuring the integration and setting up sync

Before you set up the sync, you must enable the integration.
To enable the integration:
  1. Navigate to Setup > Marketplace > Zoho > Zoho Campaigns.
  2. Click Set up now.
  3. Choose the type of sync you want to initiate: Immediate sync or periodic sync
  4. .

    1. Immediate Sync:
      1. Select the module you want to sync in the Sync tab.
      2. Enter a name for the sync.
      3. Select the view that you want to sync with the Zoho Campaigns mailing list. Choose from the list of standard views or custom views in the selected module.
      4. Select the Zoho Campaigns mailing list to sync with CRM. Alternatively, you can create a mailing list from here. 
      5. Select the Exclude email opt-out Subscribers check box in the Advanced Sync settings if you want to ignore leads or contacts who have opted out of emails and export only the active leads or contacts.


    1. Periodic Sync:
      1. Select the module you want to sync in the Sync tab.
      2. Enter a name for the sync.
      3. Select the view that you want to sync with the Zoho Campaigns mailing list. Choose from the list of standard views or custom views in the selected module.
      4. Select the Zoho Campaigns mailing list that you want to sync with CRM. Alternatively, you can create a mailing list from here. 
      5. Specify the Retrieval Data Frequency in Retrieval Type as one of the following:
        1. Once if you want the records in the custom view to be synchronized only once.
        2. Daily, weekly, or monthly for a routine sync. You will also need to specify the time at which the sync will be carried out.
      6. Choose one of the following options for Data to be Retrieved:
        1. All Data if you want all the data to be retrieved.
        2. Data added after to retrieve only the data created or modified after the specified date and time.

      7. Select the Exclude email opt-out Subscribers check box if you want to ignore leads or contacts who have opted out of emails. 


    Note: When a new sync is created, records will be synced immediately from a chosen custom view regardless of the scheduled time.You cannot schedule two syncs to happen at the same time.
  5. A sync is created between the CRM view and the Campaigns mailing list. 
    Use the toggle button to activate or deactivate the sync.
  6. Click on the sync to view the Sync Details page.
    You can view the sync details like New Subscribers, Re-added Subscribers, Duplicate Subscribers, Ignored Subscribers, and Deleted Subscribers. To view a detailed summary, click View Detailed Summary. 



Note:
  1. When syncing the Leads module, an additional Exclude Converted leads option is available. Select this box if you want to remove leads from the list when they are converted.
  2. For existing syncs, you edit only the following sections:
    1. Immediate sync: Advanced data settings
    2. Periodic sync: Retrieval data settings and advanced data settings
  3. The Active Sync section displays the number of syncs that are active and the Remaining Syncs for this month section displays the number of syncs you can initiate that month. You can initiate up to 10 syncs per day and up to 50 syncs per month.

To map CRM fields to Zoho Campaigns fields
  1. Go to the Field Mapping tab on the Campaign Settings page.
  2. Select the module you want to map.
  3. Click the + icon.
  4. Choose the CRM field and the corresponding Zoho Campaigns field from the dropdown list. If you can't find a suitable field in the Zoho Campaigns dropdown list, then you can use the Create a field option to create a new field in Zoho Campaigns.
    Remove or edit the field mapping using the - and edit icons
  5. Once field mapping is complete, set up the way to update fields between the two platforms.
CRM to Campaigns tab
  1. Click CRM to Campaign in the Campaign Settings.
  2. Toggle one of the options:
    1. Update fields with empty values
    2. Update deleted contacts


Refer this doc for more info on the functions that can be executed from Zoho Campaigns.

Creating Zoho Campaigns from CRM 

You can create and send a Zoho Campaign from the Campaigns module in CRM without having to create a sync. For example, you have a mailing list which contains the email addresses of all the prospects you met at a trade show. You might want to send a welcome email to only a few prospects who have been added recently. You can add those prospects as recipients in the Campaigns module and send them the welcome email instead of having to sync them first.
Note: Creating campaigns from Zoho CRM is only available for the Enterprise edition and above. 
To create a campaign
  1. Log in to your CRM account and go to the Campaigns module.
  2. Click the + icon in the list view and select Zoho Campaigns from the dropdown list.
  3. Enter the following details in the Create Campaign page:
    1. Zoho Campaign Details
    2. Campaign Information
    3. Description
  4. Click Save.
Note:
New Zoho Campaign users will see a pop-up prompting them to enter their company details. These details will be updated in the footer section of the Zoho Campaigns email.
 

Campaigns detail page
Once the campaign is created, you can view and track its progress in the What's Next section, which will show you the current and the next stages. You will also be able to see the summary and other details you entered while creating the campaign.

  

Sending campaigns from Zoho CRM

You can send campaigns to leads or contacts from your CRM account. The What's Next section of the details page will show you the steps that need to be completed in order to send a campaign. You can easily navigate through the process by clicking on each step in this section.

 
The following five steps are required to send campaigns from Zoho CRM:
  1.  Choose or create a template for the campaign: Zoho Campaign provides a variety of templates. You can choose a pre-designed template or a basic template or, if you have already created templates, you can search for them in My Templates or Recently Sent. You can also create a new template using the HTML code editor or plain text editor.
  2. Add recipients: Select the leads or contacts you want to send the campaign to. You can select 400,000 recipients in total (200,000 per module). If the recipient list is in CRM or if you need to add recipients in bulk, you can also import them.
  3. Associate list: Associate a mailing list to sync the recipients with. You can also create a new mailing list from the pop-up.


  4. Send for review: Once the recipients are associated with the mailing list, the campaign can be sent for review. When the campaign is sent for review, the recipients will be synced to the mailing list and you will not be able to change the mailing list or add or remove recipients. The time the sync takes to complete will depend on the number of recipients.
Note
  1. Before you send the campaign for review, you will be prompted to select whether the existing users in the selected mailing list should receive the campaign.

The system will check that there is no spam content and that the sender's address is on a private domain (e.g., @yourcompany.com), not a public one (e.g., @gmail.com). During the review, you will be prompted to map the fields in the campaign template with the CRM fields in the Leads and Contacts modules. This will only take place if the fields were not already mapped during the integration. 
  1. You can send a test email to yourself to check the campaign before sending it to the recipients. 
  2. You may have to use the refresh icon for the What's Next component to see the status.
  1. Send campaign: You can send the campaign to the recipients once the review is complete. If some recipients are skipped during the sync, a warning icon will appear below the Send Campaign icon. Click the icon to see the reason the recipients were skipped and the number of records that were skipped. 
    If a recipient is skipped then their Service Status and Member Status will be marked as Skipped.
     
  1. If the campaign is sent successfully then the status will be updated to Sent.
  2. If the campaign could not be sent then the status will be updated to Cancelled or Stopped. Click view details to see the reason and an option to contact Campaigns support. They may also be cancelled if a video in the template i deleted from the website where the campaign is hosted.

To send campaigns from CRM

  1. Click Choose template in the What's Next section of the campaign's details page. You will be redirected to Zoho Campaigns.
  2. Select one of the categories from the Choose Template dropdown list:
    1. Pre-designed templates
    2. Basic templates
    3. Saved templates
    4. Recently sent templates
  3. You can also create email content using the plain text editor or HTML code editor.

  4. Select a template and click Choose.
  5. Click Preview and test or Save Changes.
  6. Click Save and Next.
    Note: Use the edit/delete icon to edit or delete the email content before sending the campaign. Editing the template after it has been sent for review will move the campaign to draft and you must send it for review again.
  7. Click Add recipient in the What's Next section of the campaign's details page.
  8. Select the recipients from the Leads or Contacts module. You can also add new leads or contacts or import recipients in bulk by clicking on Import recipients.
  9. Click Next.
  10. Select the Campaign Member Status from the dropdown list.
  11. Click Save.
  12. Click Associate list in the What's Next section of the campaign's details page.
  13. Click Select Existing list or Create a new list in the Associate List pop-up and either:
    1. Choose an existing list from the dropdown, or
    2. Enter the Name and Message for the subscribers in the Create New List box 
  14. Click Save.
  15. Click Send for Review in the What's Next section of the campaign's details page.
  16. Select the Send the Campaign to the existing members of this list too? checkbox in the Send for Review pop-up if you want to send the campaign to the existing members of the list in addition to the new recipients.
  17. Click Yes, Proceed.
  18. Map the fields from the template to the fields in CRM module.

    After the fields are mapped, the campaign will be sent for review and the status will be updated to Syncing Recipients.

    Once the sync is completed, the status will be updated as To be reviewed.

    Note: The Send Test Email option allows you to send a test email to up to five email addresses at once to check the content before sending it to the recipients.

  19. Click Send Campaign in the What's Next section of the campaign's details page

Track Campaign Responses

You can send Email Campaigns and Autoresponders (used for Drip Marketing) to contacts and leads by syncing it from Zoho CRM to Zoho Campaigns. After executing email campaign,  you can easily track different types of responses within Zoho CRM's Campaigns module. You can drill-down the campaign members and view the status of the sent email campaigns. In addition, you can view detailed stats of email campaign without logging into Zoho Campaigns. In the Campaigns Home page, you will be able to see the list of all the campaigns. The column named Campaign Type indicates whether the campaign was created in Zoho CRM or Zoho Campaigns.

To view Zoho Campaigns/Auto-responders created/synced in Zoho CRM
  1. In Zoho CRM, click the Campaigns tab.
  2. Open a recently completed campaign of the type Zoho Campaign.
    Alternately, click the icon next to Zoho Campaigns for a quick view.

Note:
  1. An Autoresponder campaign will carry an overall summary for all the individual campaign messages together, under this Autoresponder.
  2. Click the individual campaign messages under the related list called Child Campaigns to view their respective Summary and Recipient Activity details.

Campaign summary and recipient activity

Once the campaign is sent, you can view the campaign summary and recipient activity in CRM. Here you can see the number of:
  1. Emails that were delivered successfully.
  2. Emails that were bounced.
  3. Recipients who opened and recipients who didn't open the emails.
  4. Emails that were clicked.
  5. Complaints received from the recipients.
  6. Recipients who unsubscribed from the email.
The Summary section includes the important campaign details like Subject, Sender details, etc., along with the campaign response stats. 

 


  1. Recipient Activity: It shows the list of recipients who have clicked, unsubscribed, opened, marked the campaign as spam etc. You can choose the KPI to filter and view the respective list of recipients based on their activity. You can also filter and view just the Leads or Contacts for each response type from the drop-down on the right side.
Filter Records based on the campaign performance
You can filter the Leads or Contacts based on their response to a certain campaign. You can use member and service status to check whether they are invited or if the campaign is marked as planned. Similarly, you can use the service status to check if an email campaign is delivered, bounced, replied etc.

To filter leads or contacts
  1. In Campaigns module, go to the Leads or Contacts related list. 
  2. Click the filter icon
  3. Select a field under Member and/or Service Status.
  4. Click Apply. 
Records that satisfy the criteria will be displayed.


Deactivating Zoho Campaigns integration with CRM

Once you deactivate the Zoho Campaign integration:
  1. All campaigns in the Zoho Campaigns layout will be converted into offline campaigns in the standard layout.
  2. Synchronized data will no longer be available in the offline campaigns.
  3. Any unsent campaigns will only be available to send from Zoho Campaigns. 

Disabling Zoho Campaigns integration

Once you disable the Zoho Campaign integration:
  1. All campaigns in CRM will be unlinked from Zoho Campaigns.
  2. You will no longer be able to sync live data with past or active campaigns.
  3. All syncs will be permanently deleted.
See Also

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