Prerequisites for ZMA 2.0 Migration

Prerequisites for the migration

Zoho Marketing Automation has released version 2.0. There will be some changes in some features and a few features will be deprecated in 2.0. Before you migrate from version 1.0 to 2.0, you need to migrate to the latest versions of certain features to facilitate smooth flow when you begin the version migration. The features are:
  1. Topics
  2. Roles and Privileges
  3. Integration
  4. SMS Campaigns update 
Let's walk through the migration of the above features.
Learn more about how the migration to Zoho Marketing Automation 2.0 will reflect in different features.

 Migration to the new version of Topic management  

We've updated the Topic management system and implemented some important changes, including:
  1. Contacts are maintained at the organization level. In the old version, it was mandatory to add contacts to a list.
  2. A mailing list can contain contacts mapped to different topics.
  3. When contacts choose to unsubscribe, they will be unsubscribed from the organization. If there are multiple topics, then contacts can choose to receive email campaigns on certain topics. They can do so under Manage Preferences, where they can unsubscribe from topics they are not interested in.  
  4. Emails will be sent to contacts associated with the selected topic. The email will only be delivered to contacts associated with a topic.
  5. Your contacts will be mapped with the default topic "Marketing".
For a better understanding of topics and the changes associated with the update, please read this document.

 How to migrate to the new Topics version   

  1. Click Switch to new version from the Dashboard alert.
  2. A popup will appear. Read through all the changes that will happen in the latest version carefully to be prepared. Click Proceed. 
Please note that once you begin the migration, the following will apply:
  1. New topics cannot be created during migration.
  2. Mailing lists involved in the migration will be locked during the migration, which means email campaigns can't be sent and bulk operations can't be performed.
  3. Consent emails already configured will be stopped.
  4. All topics will be enabled after migration by default.

  Migration to the new version of new roles and privileges  

We're revisiting the user management system along with the roles and privileges setup. With the new setup, we've introduced a couple of new default roles and have altered certain privilege restrictions to make the user management more effective.
 
Zoho Marketing Automation allows you to access multiple organizations with the same account using Portals. Portals save you from the hassle of creating multiple accounts, and let you manage and organize different organizations using a single Zoho Marketing Automation account. You need to be invited by an admin of that organization to be a part of their portal.
 
Additionally, we have introduced workspaces in the user management setup to manage multiple teams in an account. Workspaces can be made for different teams, divisions, or projects. Workspace refers to a collection of teams, people, and resources within an organization portal.
 
Major differences between the old and new user management system include:
  1. Self / Others option will be removed. If you have access to any module, you can access both your and other users' data from that module but with minimum privileges (Create, Edit, Delete, Access/View) in all the modules.
  2. The tab visibility option will be removed. You can view all tabs irrespective of your privilege associated with the concerned module.
  3. All custom roles created in your account will be migrated to the new setup. Portal Admins can create new custom roles and modify their privileges, while default roles can't be modified.
  4. Integrations will be moved to the organization level. Only users with the admin role can integrate with different services, and only one integration per service will be permitted.
  5. Sender address can be added by any user. It can be deleted if they have the privilege in that module. 

 How to migrate to the new user management setup    

  1. Click Switch to new version from the Dashboard alert.
  2. A popup will appear. Read through all the changes that will happen in the latest version carefully to be prepared. Click Proceed.
  3. Read through all the changes that will happen in the latest version carefully to be prepared. Click Continue.
  4. Click the tab in the popup to read about how the existing roles will be migrated. Your existing roles will be migrated to the new setup.  Read about the switch to new default roles, then click Continue.
    Note: Existing custom roles will be migrated to the new user management setup with privileges similar to their respective roles.
  5. Click Switch Now to begin migration. You cannot revert to the old setup after the switch.

FAQ

 Can I customize the privileges of different roles?
 If you are the admin of your organization, you will be able to create new custom roles and control their privileges. Unfortunately, you cannot customize the privileges for default roles.

Migration to the new integration setup

We're revisiting how Zoho Marketing Automation integrates with other applications and have implemented some important changes in the integration process. Consequentially, there will be some changes while syncing Zoho Marketing Automation with other Zoho applications and some third-party applications.

 Reasons for this update    

We're revisiting the integration setup for the following reasons:
  1. Provide administrators a central control for integration and syncing leads and contacts from other applications.
  2. Make it easier to manage data across different applications. In the new model, a single sync in each module will be sufficient to migrate all data from the other application.
  3. Avoid redundant sync process. When two or more members of the organization create a sync with the same application, then the similar process takes place twice; these situations will be avoided in the new integration setup.

 Generic changes in the new integration and sync setup   

  1. Once you've migrated to the new integration setup, you cannot revert to the old setup.
  2. Only portal admins can migrate to the new setup. Only one account per organization can be integrated and synced for all applications.
  3. Migrate to the latest Topic version beginning with this migration process.
  4. In case of integrations with Zoho Applications, you must be the organization administrator in both Zoho applications to perform the integration and sync.
  5. All contacts and leads will be synced into Zoho Marketing Automation. The synced data can be maintained as segments with specific criteria to send targeted emails to the appropriate set of contacts.
Learn more about the specific changes with respect to integration with Zoho and other applications and how to migrate to the new integration setup.

 SMS Campaigns update 

We have implemented one change in the existing SMS Campaigns setup to map contacts accurately. You need to map your contact data (phone number) to the Mobile Number field. This data transfer is essential to make before migrating to version 2.0.
 
In version 2.0, phone numbers will only be taken from this field while sending SMS campaigns. When you are adding further contacts in 2.0, add them along with the country codes.
 
Here are some of the advantages and highlights of this new SMS gateway:
  1. A default Zoho Marketing Automation SMS gateway to send SMS campaigns. No need to integrate with or add your data to a third-party SMS gateway solution.
  2. Straightforward SMS pricing addons
  3. A brand new SMS unsubscribe feature
  4. Sender address addition during the SMS creation process