Marketer’s Space – Automate Subscription Management for CRM Contacts Using Workflows in Zoho Campaigns

Marketer’s Space – Automate Subscription Management for CRM Contacts Using Workflows in Zoho Campaigns

Hello, marketers! Welcome back to Marketer’s Space. In this week’s post, we’ll look at how to simplify subscription management using Workflows for contacts synced from Zoho CRM in Zoho Campaigns. There are multiple ways to assign topics to your contacts:
  • Default assignment at sync: When syncing contacts from CRM, you can either keep them unsubscribed (no topics) or subscribe them to all available topics. This gives you a clean starting point, especially if you plan to collect preferences later.
  • Letting contacts choose: You can send an email campaign with a preference center link, allowing contacts to choose the topics they’re interested in. Their selections are automatically reflected in their topic subscriptions.
  • Manual updates via CRM: If your sales team collects customer interests during conversations, they can record them in custom CRM fields such as a field called “Interests.” These fields can hold one or more interest values like sale, product launch, or newsletters. Once these contacts are synced into Zoho Campaigns, you can build a Workflow that reads this data and automatically subscribes each contact to the relevant topics.
In this post, we’ll look at how to use custom CRM fields and Workflows in Zoho Campaigns to automate topic assignment based on customer interests.

Why automate subscription management?   

When both your sales team and your customers update subscription preferences, manual handling can get messy. Automating this process ensures that:
  • Your contact lists stay up-to-date
  • You remain compliant with email regulations
  • You send only relevant emails to the right audience

Sync CRM contacts with a targeted list   

To begin, sync your Zoho CRM contacts to a specific mailing list in Zoho Campaigns. This list will serve as the foundation for your targeting and automation.
Here’s how you can set it up:
  • Go to Settings > Apps > Zoho CRM and connect your account.
  • Then navigate to Contacts > Sync Services > New Sync.
Choose the CRM module you’d like to sync (e.g., Leads, Contacts or custom modules ) and map it to a mailing list in Zoho Campaigns.

Once the sync is set up, you can trigger Workflows using:
  • List Entry – Triggers when a contact is added to the synced list.
  • Field Update – Triggers based on changes to mapped CRM field values.

This setup ensures your Workflows respond dynamically to CRM data and list activity.

Capture interests directly in Zoho CRM   

Your sales team can log customer interests in a custom CRM field (e.g., Interests). This might include values like:
  • Sale
  • New Product Launch
  • Exclusive Content
These values become the key to targeting contacts with relevant content.

Create topics in Zoho Campaigns   

To align campaigns with user interests, create relevant topics inside Zoho Campaigns.
You’ll find this under Contacts > Manage Topics. 



Consider topics like:
  • Newsletters
  • Member-only updates
  • Sale announcements
  • Product launches

Organizing your campaigns under topics helps contacts manage preferences and improves engagement.

Build your automated subscription Workflow      

Trigger the Workflow   

Use the “List Entry” trigger with your CRM-synced list.
Alternately, use the “Field Update” trigger to filter based on interest fields or subscription status.  

Split based on Interests   

Add the Process Condition component and select the Multi-way option.
  • Branch 1: Interest is “Sale”
  • Branch 2: Interest is “New Product Launch”
  • Branch 3: Interest is empty → default to unsubscribe  

Assign subscriptions automatically   

For each branch, add the “Subscription Management” action component:
  • Branch 1 → Subscribe to Sale Announcements
  • Branch 2 → Subscribe to Product Launches
  • Branch 3 → Unsubscribe from all topics to avoid sending irrelevant emails
This ensures each contact only receives what they opted in for or nothing irrelevant.

Assigning Multiple Topics Using Comma-Separated Values   

If your CRM contacts are interested in more than one topic, you can record multiple interests in a single CRM field using comma-separated values. For example: sale, launch, newsletters
When you use the “contains” modifier, you can match this field against several keywords at once and assign multiple topics in a single branch.

Trigger the workflow 

Use the Field Update trigger and select the CRM field where interests are stored (e.g., Interests). This workflow will activate whenever the field is updated in CRM.

Add the Process Condition  

  • Insert a Multi-way process component and set the condition to: Interests contains sale launch newsletters 
  • Make sure the keywords are separated by spaces so that each word can be evaluated individually. If the contact’s field contains any of the specified values (sale, launch, newsletters), the workflow will take this path.

Assign multiple topic subscriptions 

To that branch, add the Subscription Management action component and add all relevant topics. This ensures:
  • A single contact can be subscribed to multiple relevant topics
  • No interest is missed out during automation

Advanced Use Case: 

Use an additional CRM field like Customer Type (e.g., Member, Non-member). Create a separate Workflow that:
  • Filters contacts with “Member” status
  • Subscribes them to exclusive member-only topics
This lets you send gated content without mixing up audiences.  

Use Segments as an alternative trigger   

Instead of using a list-based trigger, you can create a Segment using criteria like CRM fields or engagement behavior. Then:
  • Trigger a Workflow when a contact is added to a segment using the “Enter a Segment” trigger component
  • Automate topic subscriptions or unsubscribes from there
This is ideal when you prefer dynamic criteria over static list membership.

With Workflows in Zoho Campaigns, subscription management becomes hands-free, precise, and personalized. Whether you’re handling thousands of CRM contacts or running niche campaigns for select groups, this setup keeps your audience segmentation sharp and relevant.

See you soon with more ways to supercharge the Zoho CRM + Campaigns integration. Until then, happy marketing!

Regards,
Pearlin Nitika
User Education | Zoho Campaigns

    • Recent Topics

    • Operation not permitted

      I am trying to add an email address to the list of user but I am getting error Operation not permitted

    • Request to Permanently Delete Email User (info@mehbobgulf.com ) from Old Organization

      Please permanently delete the user email info@mehbobgulf.com It is still associated with my old Zoho organization. I cannot delete it because it shows ‘You cannot delete email. Zoho host’. I need to use this email in a new Zoho account.”

    • Client host [89.36.170.5] blocked using Spamhaus

      Hello please make make actions for delist ..... "Client host [89.36.170.5] blocked using Spamhaus"

    • Suggestion: Option to Re-run a migration

      As I'm going through a migration process, I like the IMAP migration tool, but it would be better if there were an option to re-run the same migration as configured. There's not even an option to copy/edit one that's already there. Just run if it hasn't

    • Issue with "Add Your Mobile Number"

      Hello, I am trying to sign up for email service for a domain name, and I cannot finish the authentication. When I enter my mobile number, I receive the message "We’re unable to send OTP to this mobile number. Please contact support-as@zohocorp.com". I

    • zoho mail non vérifié

      Bonjour, Il y'a un jour que j'ai acheté un domaine et toute les tentatives pour l'associé a mon compte shopify son vaine. j'ai essayé TXT sans suite après, j'ai essayer avec CNAME sans suite. j'aurais besoin de votre assistance pour associé mon mail.

    • Unable to send message;Reason:553 Relaying disallowed. Invalid Domain

      i have facing the issue "Unable to send message;Reason:553 Relaying disallowed. Invalid Domain" if i verify domain evertthing i did but still face the same error.

    • ZohoMail is so close to being Perfect BUT

      Why don’t you have HILIGHTING???!! I've been trying to find a substitute for Edison Mail but I want & need hilighting (preferably in more than just yellow)! Is this even on your To Do list? I’m so disappointed. 🙄

    • Override Auto Number field?

      We are preparing to migrate from Salesforce. In Salesforce, we auto-generate a unique number on our Opportunities (Potentials). If the Opportunity results in a contract, we use that unique number as the Contract number. There are some situations where

    • Using a third party service provider want to move directly with Zoho

      Hi good day I’m currently using Zoho but I’m using a third party service provider I want to move directly with you guys I’m using Zoho email and invoices and my domain please let me know if it’s possible to move away from the third party provider my email

    • Request for Assistance Regarding Email Sending Issue (554 5.1.8 - Email Outgoing Blocked)

      Dear Zoho Support Team, I hope this message finds you well. I am writing to request assistance with an issue we are currently facing regarding our Zoho Mail account. Our email account, admin@tuyensinhcanuoc.com, is encountering the following error when

    • Zoho Mail API returns empty inbox (0 messages) but webmail shows 37 unread emails

      Hello, I'm experiencing a discrepancy between Zoho Webmail and the Mail API (EU region). **Setup:** - Account: EU datacenter (mail.zoho.eu) - API: Self Client OAuth2 via api-console.zoho.eu - Scopes: ZohoMail.messages.READ, ZohoMail.messages.UPDATE, ZohoMail.folders.READ,

    • Zoho Mail not working

      Zoho Mail not working

    • ShipStation and Zoho Inventory

      Hello, I am looking to sync zoho inventory with shipstation ZOHO INVENTORY           SHIP STATION Sales Order  ==>  create ORDERS INVOICE  <==    Shipments What exactly does BETA mean on the Shipstation connector?  This is required for me to sign-on in the next month. Thanks in advance for your efforts

    • 550 5.4.6 Unusual sending activity detected. Please try after sometime

      Hi, I am receiving this error message when trying to send my emails. The only reason I can think why this is happening is my previous two emails were bounced back to me due to a non working mailbox error. I have followed the online links for unblocking but it says there are no blocks on my account. How and when can I get my email working again to send emails? Thanks,

    • E

      We are trying to add our Zoho Form embed in our Elementor Page Builder. After adding Zoho Forms widget in elementor page builder it’s displaying in backend page builder but it’s giving 403 error while trying to save, as it’s not reflecting in front end.

    • Formatting Problem | Export to Zoho Sheet View

      When I export data to Zoho Sheet View, ID columns are automatically formatted as scientific notation. Reformatting them to text changes the actual ID values. For example, 6557000335603071 becomes 6557000335603070. I have attached screenshots showing this

    • Connecting Zoho Inventory to ShipStation

      we are looking for someone to help connect via API shipStation with Zoho inventory. Any ideas? Thanks. Uri

    • custom module import.

      Is there a way to import data into a custom module? Thanks Rudy

    • HEIC File Type Viewer

      Hi, It would be nice to be able to click on the images in the All Entries/Reports Tables which are HEIC the same as JPG, PNG, etc. so they open in a viewer from Zoho or the Attachment Service, today HEIC requires you to download each image and open it

    • Building Toppings #4 - Setting up and using connections in Bigin toppings

      When building a topping to extend Bigin's functionality and connect it with third-party applications, creating and handling connections is an important step. Connections provide a secure way for your topping to authenticate and communicate with other

    • Need code format to specify default values

      Can someone please direct me to the code syntax or the proper translation per the instructions circled below. These instructions don't seem correct.

    • AI Interview Insights: Turn Recorded Interviews into Quick Transcripts & Summaries

      Evaluating interviews shouldn’t require replaying long recordings or taking manual notes. With AI Interview Insights, you can now review complete transcripts and AI-generated summaries of your One-way (Recorded) interviews right inside Zoho Recruit. This

    • Facing email delivery issues? Verify your domain's DNS records

      Have you ever wondered why your legitimate emails are landing in the recipient’s spam folder? Or been surprised to see emails sent from your registered domain getting rejected by recipient email servers? Why does this happen? In most cases, this happens

    • Order of Departments in Help Desk

      In the end user portal, , the departments are sorted by the date of creation of the department (or perhaps their id). Is there a way to choose the display order of the departments or at least to be able to sort them alphabetically?

    • COGS - Account showing negetive

      I have multiple COGS account and in these all there is one account is negetive so suggest why it is showing negetive value.?

    • Create CRM Deal from Books Quote and Auto Update Deal Stage

      I want to set up an automation where, whenever a Quote is created in Zoho Books, a Deal is automatically created in Zoho CRM with the Quote amount, customer details, and some custom fields from Zoho Books. Additionally, when the Sales Order is converted

    • %PaymentLink%

      Does not work. Software creates a BAD link. ....and yes payment options are turned on. Link on the invoice pdf once opened will work but this template is a joke.

    • Google Photos

      I am hoping that my question already has a fix. I current have Google synced accounts that I want to get away from. One in particular on is Google photos. Is there any software, or 3rd parties that I can join to back my photos up straight to specifically designated file in the ZOHO cloud that's tied to Docs? Please advise... Mike 

    • Zoho Books Items Categorisation/Grouping/Folder

      Is there a way to do items categorisation? a folder structure? Product Type A - Option 1/2/3 Product Type B - Option 1/2/3 Current problem : I have more than 50 items on the list, its hard for team to navigate.

    • Cash payments before invoice date

      We have been using zoho books for our hospitality business for some time and have been very happy with the system. However in 2025 an update was pushed through and we are now not able to record payments for invoices before the invoice date. the case scenario

    • Copy / Duplicate Workflow

      I have workflows setup that are very similar to each other. We have a monitoring system watching servers, and all notifications - no matter what client it is about - will come from a  noreply@ address which is not very helpful in having it auto assigned to the right account. I have setup a workflow that will change the contact name of the ticket (currently it would say noreply@) to the correct customer which is based on the subject line, as that mentions which server the alert it is about. I need

    • Transfer between two customers (Peters Rental account to Peters Private account)

      we are a Property Management company. Our customers have to accounts (registered as two customers - Peter Rental and Peter Private On the rental account all income and costs fron rental activities are noted. On the private account all private are noted

    • Automation#18: Automatically Fetch Values from Contacts to the Tickets Module

      Hello Everyone, Welcome to this week's edition, where you can seamlessly sync fields from the Contacts to the Tickets module. For efficient business operations, it's crucial to have details mapped across different modules. Zylker Secure offers antivirus

    • Charge multiple invoices

      We use auto-charge/recurring invoicing for 100's of clients. If we create a single manual invoice we can charge it to the credit card for these clients with the CC added to their recurring invoices. If a client has multiple outstanding invoices, is there a way to make one charge for all of the invoices instead of a separate charge to the cc for each invoice?

    • Handling/tracking escalation management in Zoho

      Hi all, I am working on finding a tool to register and track our escalation management process. Specifically, this is about client escalations, typically related to project delivery issues. The idea is that we could have some sort of form with core questions

    • Global Choice List share ownership

      I have created several forms that use one or more Global Choice Lists. These lists have been published to Org. I would like to allow one or more admins to edit the choices in these lists. Any help appreciated. Geoff

    • Setting up property management in Zoho Books

      Hi, I run a property management business that manages property complexes. There are multiple owners, some owning more than one property on the same complex. My role is to manage the fees they pay for maintenance of common areas, such as the swimming pool

    • How to prevent users from switching price lists in an order?

      Hi, I have Zoho Finance integrated with Zoho CRM. My team will be placing orders through the CRM using the Finance module. When creating a new customer I will assign it a price list, I don't want the sales rep to switch to a different Price List, other

    • Mollie Connect in Zoho Books

      Have noticed that Zoho Books is missing the most popular payment provider in Europe: Mollie. Knowing that Mollie has a solid Java SDK, why is this not yet implemented in Zoho Books for European customers?  More info: https://docs.mollie.com/oauth/ov

    • Next Page