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Integrating your Salesforce Person Accounts

Need to track individuals for B2C eCommerce or similar using integration for Salesforce?

Today's topic is around just how to do that by integrating Salesforce Person Accounts to your Marketing Automation List(s), Audiences, or Group(s).

Check out the few steps below on how to achieve it.

Getting Started with syncing over Person Accounts to your Lists or Groups

In Step 1 of the Sync Profile

The Object type should be set to "Person Account".

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Next, select the option "Want to use a Campaign or Marketing List to sync Campaign and List Members to Constant Contact? Select this feature" and select "Use Salesforce Campaign as List" and tap the "Browse" button.

Look for the Campaign "Person Accounts Test" or the Campaign where you placed the Person Account record(s).

For Converted Leads, make sure that you also have enabled the "Delete Converted Leads", this feature will remove the Lead Type record so that the new Person Account record will be created in your Marketing Automation solution.

Hit update then "Next" button.

In Step 2 of the Sync Profile

Specify your Main List or Main Audience on where you want this record to land.

Hit "Save", then Reset Sync Process and resync.

Once the sync is done, The Person Account records under the selected Salesforce Campaign(s) will now be in the Marketing Automation List (the same name as the CRM Campaign where you placed "Person Account records) under the email list or Group (or Tag) named "Person Accounts Test".

Easy, right? 

Need some help?

Check out the options below on how you can contact our Support Team and find the answers you need to help you with your SyncApps integrations.

Help Center & Email is 24/7 to support@cazoomi.com | Live Chat & Phone is scheduled 

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Check out these Help Desk articles for answers to frequently asked questions.

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Check out our subscriber's story here on how SyncApps helped them save hundreds of hours per year!

 

CRM Checkbox Fields to Mailchimp Groups

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Hey there! Thanks for stopping by!

If you are here, then you are probably wondering how new or existing records in Mailchimp flows back to CRM and bring with it the subscription preferences they chose on your Sign Up Form or Update Profile Forms.

Image result for mailchimp update profile form

ref: Website forms and Mailchimp Update Profile forms

Well, you have come to the right place!

Keep in mind that Checkbox Fields are applicable to the following CRM’s:

  • Salesforce
  • Dynamics 365
  • Zoho CRM
  • NetSuite

Below is a best practice flow on how to Migrate Mailchimp Groups to Salesforce Checkboxes:

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Let's see how Mailchimp for Salesforce works below:

Use Case Scenario

Your landing page (which is a Mailchimp contact form) has a lot of checkboxes. The checkboxes are handled in Mailchimp as Groups.

Want to sync these Groups exposed on our Mailchimp form directly from the checkboxes and sync these subscribers to Salesforce?

Yes! You can also create each of your Groups (checkboxes on your Mailchimp form) as checkboxes on the Lead or Contact record in Salesforce and then set up in your Sync Profile to match them in Step 1 of your integration in SyncApps.

Updating subscribers and grouping data from Mailchimp for Salesforce is done in real-time (using webhooks), so Sync on Demand or Sync Scheduling is not needed for this action to take place.

To get started in using the Checkboxes feature, please see your Dashboard > Add-Ons to enable this feature on your integration " Use Checkbox Fields for Segmentation (Salesforce, Dynamics CRM 365 and Zoho CRM SyncApps Only)" for $9.99/month). Or check this video to see how it works:

Checkbox Fields for Segmentation will take precedence over any Campaign or List selection in Step 1 of each Sync Profile once selected.

Enable the feature "Use CRM Checkbox Field(s) for Mailchimp Group segmentation" then setup the CRM Checkboxes and map to which Group will the record with that specific Checkbox will land.

Note that for Checkbox mapping, the Group information from Mailchimp should also be synced to CRM checkbox if properly configured, so there is a way to accomplish your flow from a Mailchimp form to Salesforce requirement today.

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Mailchimp Segmentation Method in Step 2 must use Mailchimp Groups in the drop-down menu and not Tags when using our Checkbox feature.

Groups are interdependent on our Checkbox fields feature while Tags are not.

Group Category - The Groups in Mailchimp must be in one Group category and named "Group Category to Use" in the Sync Profile. If you have existing Groups just be sure the Salesforce Campaign Names match the Group Names 100% before integrating.

Try out our BEST PRACTICE below for success:

If you have existing records in Groups in Mailchimp that need to be synced back to Salesforce Checkbox fields, then ask our support about the feature to sync Mailchimp Group members to Salesforce Campaigns

Example of Mailchimp Group members who are preexisting and can be synced back into CRM Checkboxes using your SyncApps integration once the feature to sync back Mailchimp exiting Group members to Salesforce Campaigns is turned on in your account.

New records from Mailchimp Sign-Ups with Checkbox Preference

To ensure that they have the correct preference synced there in your CRM, the record(s) / Sign-ups must first be synced to your CRM from Mailchimp so that SyncApps can be able to cache the records. 

Once done, the Update Profile Form feature in Step 2 should also be enabled so that whenever the subscriber or the Mailchimp admin updates their preference then it will automatically reflect into your CRM record(s) in realtime via Mailchimp Webhooks, even without the sync running.

That's the cool part about Mailchimp Webhooks technology!

Be sure and check out one Subscriber’s Story below on how SyncApps helped them save 100s of hours each year integrating today!

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Automatically remove a record from your Marketing Automation solution

See how Full Sync Works in just 3 minutes:

Does this scenario sound familiar? 

Your marketing team needs to make sure that when Sales alters a record in CRM like removing the record's Tag, taking it out of a Tearsheet, Saved Search, Marketing List, List View, or Campaign, it is removed from the List in ActiveCampaign, Constant Contact, Drip, Klaviyo, Act-On, or Mailchimp Audience and/or Group.

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Enter the Full Sync Add-On.

This feature allows you to automate your workflow around cleaning up your Marketing Automation Lists/Groups easily. You can scale your growth and spend less time on repetitive tasks using it.

Full sync depends on list/segmentation functionality, so it will be processed for these scenarios:

  • CRM or eCommerce Segmentation: List, Campaign, Tag, Tearsheet, NetSuite Saved Search or Subscriptions, in Step 1 of your integration.
  • SyncApps Segmentation: Filtering + Segmentation feature in Step 5 of your integration.

This Add-On is applicable to CRM and eCommerce platforms using segmentation to control data flow.

Grab our Full Sync from your Add-Ons tab inside SyncApps to get started.  Full Sync is available on our Paid Plans and also available to try out on our Free Trial!

Once you purchase the Add-On, you can set up your Full Sync schedule, and Contacts or Leads removal from CRM list(s), eCommerce Segmentation(s) will be removed from each type below during a Full Sync.

Act-On List

ActiveCampaign List or Tag

Constant Contact List

Infusionsoft by Keap Tag

Mailchimp Group, Tag or Audience

VerticalResponse List

Please also note that "Full Sync" and "Reset Sync Profile daily" features should not be used together.

Currently, Full Sync is only available to set up in Step 3 of your Sync Profile when the following segmentation methods are selected in your Sync Profile:

  • ActiveCampaign List or Tags
  • Zoho Campaigns
  • Zoho List Views
  • NetSuite Saved Searches
  • NetSuite Contact and Customer Subscriptions
  • Bullhorn Tearsheets
  • Highrise Tags
  • Salesforce Campaigns
  • 365 Dynamics Marketing Lists
  • SugarCRM Target Lists
  • SuiteCRM Target Lists 

For Salesforce integrations, Full Sync is only available/applicable under the following conditions:

  1. Will work if Campaign as List Sync is enabled in Step 1 but only if the Marketing List package is not installed.
  2. Will work if no Marketing List mode is enabled in Step 1 but Segmentation is enabled in Step 5.
  3. Will not work with the Marketing List package.
  4. Will work with Checkbox Field Segmentation Add-On.

Note:  If Campaign as List Sync is enabled in Step 1 and the Marketing List package is also installed on your CRM, please first uninstall the Marketing List package from CRM for the Full Sync feature to work correctly.

To automatically remove records from your Marketing Automation solution, when they are no longer a part of any synced CRM Marketing List, subscribing to our Full Sync Add-On is a great solution as it is the only way to automatically remove a CRM member from a synced external Constant Contact List, Mailchimp Group, and others.

Using Filtering and Segmentation with Full Sync?

Mailchimp Notes:

The Full Sync Add-On will not remove a record from a Mailchimp Group if it does not match the filter in Step 5 unless using a segmentation method in Step 1 or the "Enable Segmentation" feature in Step 5 of your integration.

Example Segmentation Method in Step 1:

Sync Salesforce Campaign/List Members to Mailchimp Group

Example Segmentation Method in Step 5:

If you want to sync all Contacts in Step 1 and just filter against your entire database, yet, still remove records from a Mailchimp Group, be sure to enable the segmentation feature on filtering in Step 5. Each "Segment Name" will be synced to a Mailchimp Group.

Please note:  The Full Sync Add-On is needed to remove a record from a Mailchimp Group or Tag if it does not match your Filter & Segmentation criteria set up in Step 5 of your Sync Profile.

If you would like to remove a record from a Mailchimp List each time the Full Sync Add-On runs, please enable this feature in Step 2 of your integration.

If you enable segmentation on filtering in Step 5, use the Full Sync Add-On, and if contact or lead is no longer part of a segment, SyncApps will remove the contact from the Mailchimp Group.

Full Sync Add-On for NetSuite to Act-On or our other marketing automation integrations?

Need to test our Full Sync Add-On for NetSuite to Act-On?

See our use case below to help you get an idea of how to do it:

1. Create a NetSuite Saved Search named "Customization Test" and let’s say it was initially 5 entries. Create an Act-On Marketing List named "Customization_Test" and set the NetSuite Saved Search to sync with that Act-On List. After this, press Sync, and all 5 expected entries will be synced in the Act-On list.

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2. Remove 1 entry in the NetSuite Saved Search and then next, trial or purchase the Full Sync Add-On from the Add-On tab inside your dashboard.

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Once Full Sync is enabled, the Full Sync option will appear in Step 3.

Note: Full Syncing will remove Records(s) from Act-On if the Record(s) is no longer a member of the NetSuite Saved Searches.

All CRM and eCommerce that support Segmentation and List sync will feature the Add-On as an option in the Add-Ons tab.

Supported Marketing Automation solutions:

  • Act-On
  • ActiveCampaign
  • Constant Contact
  • Drip
  • Mailchimp Groups (not Tags)
  • Klaviyo
  • Infusionsoft by Keap
  • VerticalResponse

3. Press the Reset Sync Process button from the dashboard and run the Sync again. The result will show that the customization really works as the Act-On List now has only 4 entries, a complete replica of the NetSuite Saved Search.

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Check out our Subscriber’s Story Here on how SyncApps helped them save time!

Experiencing issues or difficulties during testing? Reach our 24/7 team for assistance, and we’ll throw in a free Sync Profile Setup Review today!

Filtering records bidirectionally using specific criteria

Hey there, want to set up automation in your CRM or eCommerce platform to send emails in your marketing automation solution when you create new leads or other criteria?

Well, you’ve definitely come to the right page!

Are you filtering from Mindbody, Dynamics CRM, Salesforce, Highrise CRM, NetSuite, Zoho CRM or others that are only syncing those CRM records who meet specific criteria?

If it happens that you are using Salesforce, test out this way on our trial using a subset of your database as shown here.

Also, filtering specific records into CRM from your Marketing Automation solution like Mailchimp, Constant Contact, Pardot, Salesforce Marketing Cloud, Delivra, Klavio, Drip, and others?

If you want to filter into your CRM, this feature is also available for use cases where what you want to happen is that any matching contact that opened or clicked, an active campaign within the last sync cycle (set to 24 hrs), would be updated in CRM with an entry in the Campaign Response field, or added to CRM if they aren’t.

 

Filtering is one of our most subscribed features which can be found in Step 5 of your setup.

Note: If using the Filtering & Segmentation feature and need to automatically remove records from your Marketing Automation solution once the records do not meet your criteria any longer please also grab the Add-On for this feature explained here.

Note that if using Filtering and Segmentation feature, it is a must that you must not use the CRM List feature in Step 1 such as Campaigns, Marketing Lists, List Views, Saved Search or Tags as when using Filtering and Segmentation with these features enabled, only the records inside those CRM List(s) will be filtered by SyncApps. When those features are disabled then it will filter out the records from your whole CRM database.

EXAMPLES:

Please see below an example of how to filter records from Highrise CRM to Constant Contact.

Filtering settings are optional. If filtering criteria are specified, then only records that match any of the filter criteria (AND/OR) within a segment will be synced from Highrise to Constant Contact. Each segment will be synced to the Main List in Constant Contact.

Check it out in your SyncApps dashboard today!

In a more complex example for those who integrate with Mailchimp, below you could sync each Sync Profile to a separate Mailchimp Audience

The existing Lists in Mailchimp will be the Audience for each Sync Profile. In this example each profile uses an existing List, no new List is created in Mailchimp.

Sync Profile 1 Checkbox A is checked Mailchimp Audience: Existing List A
Sync Profile 2 Checkbox B is checked

Mailchimp Audience: Existing List B

Sync Profile 3 Checkbox C is checked Mailchimp Audience: Existing List C
Sync Profile 4 Checkbox D is checked Mailchimp Audience: Existing List D
Sync Profile 5 Checkbox E is checked  Mailchimp Audience: Existing List E

Important note:

If on a Free Trial best practice is to place Leads or Contacts into a CRM Campaign, Saved Search or Marketing List then use Filtering, and then sync, after the syncing process you can then see how it works.

Please see use case below:

After enabling Filtering and Segmentation as shown below, the Sync Details are showing after a sync:

12 Dec 2017 13:01:41

DEBUG

First filter criteria: ((hasProperty("fields", map containing [OwnerName->a string containing "Justin"])) or (hasProperty("fields", map containing [OwnerName->a string containing "Kyle"])) or (hasProperty("fields", map containing [OwnerName->a string containing "Erika"])))

12 Dec 2017 13:01:41

DEBUG

Segmentation criteria: {Kyle=(hasProperty("fields", map containing [OwnerName->a string containing "Kyle"])), Justin=(hasProperty("fields", map containing [OwnerName->a string containing "Justin"])), Erika=(hasProperty("fields", map containing [OwnerName->a string containing "Erika"]))}

If you're on a Free Trial, please note that we sync unlimited records to match your criteria so best practice is to place at least 100 test Leads or Contacts into a CRM Campaign, Saved Search or Marketing List then use Filtering, and next sync, then you can see how it works.

In this case, no records have matched the filtering criteria in the first 100 records that we have come across in the trial which looks at the first 100 records in your CRM which might not contain the filter criteria:

To rectify this issue a Campaign in Salesforce is needed to test out the Filtering feature. 

12 Dec 2017 13:01:43 DEBUG Not matched record: Contact [id=0036100001IAQKIAA5, 
12 Dec 2017 13:01:43 DEBUG Not matched record: Contact [id=0036100001IAQKKAA5

To test out this feature is super simple by just setting up a Salesforce Campaign, select it in Step 1 of your Sync Profile, then using it with 100 records to test your Filter against in Step 5.

Once testing is completed next remove the Campaign/Saved Search/Marketing List checkbox in Step 1 and then keep the Filter on a paid plan which then does look at all records and Filters based on your criteria. 

Okay, we'll have another common use-case. See below:

Subscriber:

To whom it may concern:

Greetings! I work for "Company X" in El Salvador, Central America.

At the end of last year, we finished the integration of Salesforce and Constant Contact (trial version). We updated 11,536 records which means the update included all Company X global database.

However, as we are a country office we need access only to our contacts in El Salvador. Our technical team in headquarters took a glance at the app in Salesforce and unfortunately there is nothing on our end that we can do to stop the app from editing other Contacts. 

Cazoomi:

To meet your requirement, you will need to use our Powerful Filtering and Segmentation Feature in Step 5 of the Sync Profile.

Example:

The filtering criteria are set to Country > Is Equal To > El Salvador. This means that only the Salesforce Contacts with country El Salvador will be synced to Constant Contact and will be placed under the automatically created List( Segment Name) El Salvador Contacts.

Once this is done then please hit save then Reset sync Process and resync so that the new configuration/changes will be applied in the next sync.

See our Wednesday Walkthrough replay here!

Check out our Subscriber’s Story below on how SyncApps helped them save 100s of hours per year in the manual effort! 

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Syncing Mailchimp Hard Bounces to Salesforce

Hello there, thanks for dropping by!

If you’re here, then probably you are wanting to sync Mailchimp Hard Bounces to Salesforce.

You can do a few simple steps to set this up successfully!

Please note that if using Campaign Responses, then the field called Bounces will automatically come back into the custom field the integration creates called "Bounces." This applies to all marketing automation solutions we support today.

If "Bounces" goes from 0 > 1 > 2, then you can assume it is a Hard Bounce from the Campaign History metrics.

Mailchimp's API also supports mapping back "Hard Bounce" to Salesforce. You can see this in Step 4 of your Sync Profile. You can use a simple CRM Checkbox field or Hard Bounce custom field to map from the Mailchimp *Hard Bounce field, and that’s it!

How can I view the Hard Bounce in Mailchimp?

Finally, if wanting to remove those in CRM, here are a few easy steps you can do:

  1. If using Mailchimp, you can run a report on the custom field “Hard Bounce”
  2. Then completely remove Hard Bounce records in Salesforce

If you encounter any snags, difficulties, or have any burning questions during the setup, don’t hesitate to reach out to us at support@cazoomi.com

Syncing Campaign metrics from your Marketing Automation to CRM

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*The flowchart above is an example of how Constant Contact Marketing Metrics with Salesforce works.

Syncing existing Campaigns from your Marketing Automation software such as Constant Contact, Mailchimp, Act-On, Drip, Klaviyo, others to existing CRM Campaigns is not supported

But one exception for this is Zoho CRM in which we can sync back the Marketing Automation Campaign to an existing Campaign in Zoho CRM.

For other support CRM or Financials SyncApps integrations, the way it works is simple.

You can send multiple Email Campaigns to one List in your Marketing Automation software so SyncApps create a tracking campaign to track all metrics. The Campaign created by anyone in CRM is just that, a Campaign that will create a List, Group, or Segment.

If using the Campaign a List feature in SyncApps then each Campaign needs to be created first in CRM to sync with your Marketing Automation software as Lists, Groups, or Segments.  After that, any email Campaign sent to these Lists, Groups, or Segments will create a CRM Campaign of the same name as the email and track all the Campaign metrics from your Marketing Automation Software back to the CRM Campaign.

Please also note that CRM record data is synced from your Marketing Automation only if the email address doesn't exist in CRM at the time of syncing.  An exception to this rule is Mailchimp and others which use webhooks to update existing CRM record data.

 

Integrate mailing address fields from CRM, eCommerce between Mailchimp

To map the CRM Address and Mailchimp Address fields, there are two ways to go about it based on company preference. 

  1. Mailchimp Address Data Type fields
  2. Text Data Type fields 

1) Mailchimp Address Data Type fields

If using Mailchimp Address Data Type fields, please follow the rules below as Mailchimp Address Fields all need to be mapped for CRM data to flow to the Mailchimp Address.

If one field is incorrect, then the whole record will fail to sync to Mailchimp as per their API rules.

So you need to use the following mapping: Field label and type are important here.

  1. Address <> Street Address
  2. City <> City
  3. State <> State
  4. Country <> Country
  5. Postal Code <> Zip 

The 5 fields above mapping rules are only applied if you are using Address Data Type fields in Mailchimp. 

Please see here for Mailchimp address rules.

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The address data type can be distinguished in field mapping with like the screenshot below:

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2) Text Data Type fields 

Mailchimp Address fields are quite strict so the best practice is to use a text field for each address component for the 5 merge text fields for street, city, state, zip, and country.

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EXAMPLE:

If you're needing subscribers to be able to update their existing address in CRM from Mailchimp then after mapping the fields just select in Step 2 of the Sync Profile this feature below.

*Update YOUR CRM if subscribers update their profiles in Mailchimp

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Mailchimp Update Profile Form or Mailchimp Preference Center is used to accomplish updating CRM records with changed fields.

This will use mapping configuration to update data. Please make sure you configure the mapping correctly. A webhook will be set up in the specified Mailchimp Audience by SyncApps if this option is enabled.

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How can I map a multi-select field from CRM to Mailchimp?

Mapping CRM multi-select field to Mailchimp is super simple!

Mailchimp does not support multi-select so you can map the CRM multi-select field to an individual Mailchimp text field. SyncApps will then sync it as comma-separated text like [CRM Field Value X, CRM Field Value Y].

Steps to get this setup:
Use 1 Text type merge tag, not a dropdown field but text field for your CRM Multi-select field.

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Next, in SyncApps, go to your integration. While in Edit Mode, head to Step 4 of the Field Mapping area. Map the Multi-Select field in NetSuite to the Mailchimp merge tag just created as an individual text field.

Hit Save after mapping the field in Step 4.

Makes sense? Be sure to Reset Sync Process once done and ReSync.

If you need any assistance, be sure to reach out to our 24/7 Support Team now.

Managing Custom Fields in Constant Contact

Hey there, thanks for stopping by to check out how to map Constant Contact custom fields in your integration.

Let's start with the basics real quick!

Basic Fields Premapped

Additional field mapping is optional. Basic Contact fields such as all below are already mapped for you;

  • Email address
  • Name
  • Address
  • Company name
  • Phone

The phone number is pre-mapped. If having multiple phone numbers in a CRM record then only the number under "Phone" will be synced to Constant Contact "Work Phone" field.

If the "Phone" number field is left blank even if other phone numbers are filled in then no phone number will be synced to Constant Contact "Work Phone".

To override the premapped fields just enable this option in Step 4.

For other Custom Fields just map each in Step 4 and if you do not see any in the dropdown hit the Refresh Fields icon at the end of the mapping row.

 

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For Custom Fields let’s start off with a very common one.

Mapping back Bounce Reason and Bounce Date to CRM

Are you trying to write back the bounce fields from Constant Contact to CRM?

Constant Contact does not explicitly have a "Hard Bounce" field. They instead have a "Bounce Reason" field which is populated with both soft and hard bounces. To map this field head to Step 4 and use a Text Field Type. For Bounce Date use a Data Type field.

Reporting Tab and Hyperlinked Bounce Count

Note: Sync Campaign Response must be selected in Step 1 in order for these fields to be available for Field Mapping and to be synced back to CRM.

If you run into issues be sure to check the field type in CRM and if using an existing field then try changing your field on the CRM side to a Text field to capture "Bounce Reason" which is text type in Constant Contact and Bounce Date is a Date field type in CRM.

Do you need to use a Custom Unsubscribe field in CRM?

If you do, then that’s fine, just use our Add-On just for this feature in your Add-Ons tab, and once subscribed it will instantly turn this feature on to map in Step 4 today. Simple, right?

It gets even better.

Check this out.

You can also choose to do Additional field mapping or not.

We’ve made it easy for you by mapping the Basic Contact fields including Email Address, Name, Address, Company Name, and Phone.

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This makes it convenient.

Here’s another interesting bit.

Do you wish to use Custom Fields in Constant Contact?

No worries, we’ve got you covered! Listen to this - 25 custom fields for you to choose from! Now that’s a whole lot to choose from, which is great.

MultiSelect Fields

If using this type of field in CRM please note to use the Constant Contact Text Field type to make sure the format flows correctly. 

Example:

This field when mapped will flow into Constant Contact like below. 

Contact Type = Buyer;Out-of-State Buyer

Birthday & Anniversary Support

Constant Contact supports the birthday and anniversary properties in the contact object. This means integration users can take advantage of autoresponder messages to send birthday and anniversary email campaigns.

Also, when using Step 4 Field Mapping, you'll need to create the fields first in Constant Contact before trying to map each of them.

Using Events in Constant Contact and need to also do Custom Field Mapping? Check out how in this article here.

Check out our Subscriber’s Story below on how SyncApps helped each of them save 100s of hours per year!

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Did we answer your question? I hope we did.

Have you tried setting up your own Sync Profile with SyncApps?

Let us know if you hit any more snags by emailing us at support@cazoomi.com. We are ready 24/7 to answer all your questions.

 

Required Level of Permissions for NetSuite Integration

Issue:

Learn how to solve the most common permissions-related challenges with your NetSuite integration and sync procedures?

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Solution:

Be sure to check out the latest NetSuite Permissions in this article to review each if you get errors in the integration which states you need specific permissions for a role or person.

If you do not receive any errors yet records are still not being synced then please check if you have set your NetSuite Role to view all or only the selected subsidiaries in your NetSuite Account.

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Let's check out a few typical subscriber's questions below. The following might help shed some light on your question too:

What level of permission does my NetSuite integration account need?

If I am going to use the Enterprise plan and need to integrate Salesforce for NetSuite too what permissions do I need to add? 

These are some good questions when you are implementing NetSuite with another system like Salesforce or others.

Note that NetSuite will not allow using the Administrator/Full access roles for its API starting with the 2019.1 rollouts but still allow the use of a custom role with Full permissions on some objects (Contacts, Customers, etc.).

NetSuite permissions added to a role or employee can take up to 24 hours to take effect in NetSuite.

Try out the Best Practice for SyncApps integration setup for NetSuite role/permissions below:

1. Create a NetSuite Custom Role

2. Assign required permissions to the NetSuite Custom Role (Permissions List based on integration)

3. Assign the role to the NetSuite username used in your SyncApps integration

4. Specify the Role ID in Sync Profile configuration (This step is not needed if using Token Based Authentication)

Getting the hang of it?

Now you need to have the specific PERMISSIONS LIST for the role:

Please assign the following permissions (Full) to the NetSuite Custom Role.

After adding new permissions in NetSuite, they can take up to 24 hours to take effect.

REQUIRED

1) Lists - Customers

2) Lists - Contacts

3) Lists - Marketing Campaigns

4) Setup - Customer Status

5) Setup - Custom Fields

6) Setup - Custom Body Fields

7) Setup - Custom Entity Fields

8) Setup - Custom Record Types

For accessing any custom field with custom record reference please make sure you also assign Lists > Custom Record Entries permission.

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9) Setup - Custom Lists

10) Setup - CRM Lists

11) Setup - Deleted Records (for Deleted Customer/Contact sync)

12) Setup - Setup Campaigns (for Subscription sync)

13) Setup - SOAP Web Services

14) Setup - User Access Token (for Token-Based Authentication)

15) Find Transaction - Transactions (if using this type of Saved Search)

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16) Transactions - Sales Order, Return Authorization, Quotes, Estimates, Invoices, etc. (if using these type of Saved Searches)

Note -- you must also add additional permissions to access any objects that are used in your Saved Search criteria for Transaction Saved Searches.

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17) Lists - Partners (if using this type of Saved Search) 

18) Lists - Vendors (if using this type of Saved Search)

19) Lists - Employees (if using this type of Saved Search) and Lists -> Employee Record if accessing the Sales Rep field in NetSuite.

Please continue scrolling down as you might have other integrations with SyncApps that require more permissions.

For Zendesk and NetSuite or Freshdesk and NetSuite integrations, you will also need to assign the following NetSuite Permissions to Full:

1) Lists - Case

2) Lists - Employees

3) Lists - Employee Record

4) Setup - Support Case Status

5) Setup - Support Case Type

6) Setup - Support Case Origin

7) Setup - Support Case Priority

8) Lists - Events

9) Setup - Custom Event Fields

10) Lists - Track Messages (for Comment sync)

For the Zendesk App for NetSuite and Freshdesk for NetSuite, you will also need to assign the following NetSuite Permissions to Full:

1) Transactions - Sales Order

2) Transactions - Cash Sale (for some Customized apps)

3) Transactions - Item Fulfillment

4) Transactions - Fulfill Sales Orders

5) Transactions - Return Authorization (for RMA creation feature)

For NetSuite to Handshake SyncApps and Mailchimp eCommerce Sync Feature, the following NetSuite Permissions are also needed:

1) Transactions - Sales Order

2) Lists - Items

3) Setup - Custom Item Fields

4) Setup - Custom Transaction Fields

5) Transactions - Find Transactions

6) Setup Accounting Lists

7) Custom Record - Customer type 

8) Lists - Currency 

9) Lists - Locations 

10) Lists - Documents and Files

Note -- For Handshake SyncApps, "Standard Customer Form" should be enabled for the NetSuite role that is used for SyncApps connection. SyncApps uses the standard form only for updating Handshake external id fields so the Standard Form should not be disabled. You can always use a custom form as your preferred form as in NetSuite, you can have more than one enabled form.

All custom fields that need to be updated by SyncApps such as Handshake Customer/Product ID must be displayed and editable in the preferred form. If the custom field default access is View please add Edit permission to the role that is used for integration.

Also, SyncApps will not integrate NetSuite inactive or Soft Opt-Out records.

Field Mapping:

Do you have custom fields to map between NetSuite and Zendesk?

Additional Field Mapping is optional in your Sync Profile as basic ticket fields such as subject, description, type, status, priority is already mapped.

Try out in edit mode in your Sync Profile in step 4 which is Field Mapping.

Check out this video on How Field Mapping Works:

Enable Additional Field Mappings

If you happen to get an error like the one below, then please add 'Custom Event Fields' permission to your NetSuite record to get around this hurdle.

  • Permission Violation: You need the 'Custom Event Fields' permission to access this page. Please contact your account administrator. (Error code: INSUFFICIENT_PERMISSION)

Need NetSuite Customer to Zendesk Organization fields to map over? See here…

Saved Search Error

If your NetSuite SyncApps is unable to get a specific saved search ID, which you entered in your profile setup or you have any Custom Record creation issues, then the SyncApps will produce the following errors:

  • Marketing Metrics related error (ERROR Unable to get or create a custom record for email marketing history)
  • A saved search with the internal ID xxx does not exist. (Error code: INVALID_SAVEDSEARCH)

These errors are returned by SyncApps due to one of the following cases:

  • The specified Saved Search is not a Contact or Customer or Transaction Saved Search.
  • The invalid/wrong Object Type is selected in the configuration.
  • The specified ID is not a Saved Search Internal ID (Internal ID must be a number). To find the Saved Search internal ID (numeric), just look for the ID which is at the end of the NetSuite Saved Search URL in your browser when you run it.
  • The Saved Search is not set to "Public".
  • Insufficient Permissions for saved search or custom records.

NetSuite Check:

To quickly resolve this issue with your NetSuite Administrator or on your own, please try the following steps:

1. Make sure that the Saved Search Type is correct.

2. The Saved Search Object Type in the configuration must match the one in NetSuite; otherwise, you will get an invalid Saved Search error.

3. In the Saved Search definition, please make sure the "Public" checkbox is checked for the specified NetSuite Saved Search. Please also change the Saved Search owner to the NetSuite username used in your SyncApps setup on Cazoomi.

4. Please try to run the sync to see if it works, if the error still persists, please proceed with the next steps.

5. Please assign NetSuite "Publish Search” global permission to the username that is used in SyncApps. Once the permission has been assigned, try to re-run the sync.

If you still get the same error, please try to recreate a new Saved Search based on the current Saved Search criteria in your NetSuite account.

You can also try to use another NetSuite username to test.

Employee Error

Please add "Employee Record" permission.

The Employee Record permission is a part of the Advanced Employee Permissions Enhancements for release 2018.1. The Employee Record permission replaces the Employee Search and Employee Navigation permissions introduced in NetSuite 2017.2.

Roles assigned with this permission, in combination with employee-specific permission, can search for employees and see employee menus (List > Employees) within NetSuite. 

03 Nov 2019 14:08:09

ERROR

Unable to find support employees for xyz@me.com. You cannot perform this search because you do not have permission to access employee data. For more information,  contact your system administrator. (Error code: USER_ERROR)

Note -- Adding permissions to a NetSuite role might not apply immediately so to remove the permission cache you will need to remove the role from the NetSuite user.

Next, save the user then re-add the NetSuite role permission again. Please note it takes up to 24 hours for new permissions in NetSuite to take effect. 

"Unable to log in to NetSuite" Error

Have you encountered an ‘Unable to log in to NetSuite’ error when trying to update/modify your Sync Profile?

When trying to modify your Sync Profile, please make sure that your email, account number, and password are correct. Make your default NetSuite login the role as Admin, and make Admin as Web Services preferred role. Moreover, you can add Full Web Services permissions to the User in NetSuite.

If you did all these and still get this error, kindly take a look here, the error is different yet seems related. Just follow the steps from that article to solve the error.

Please assign the following Global Permissions (set to Full) on the NetSuite user used in SyncApps:

1) Customers

2) Contacts

3) Custom Fields

4) Custom Body Fields

5) Custom Entity Fields

6) Custom Record Types

7) Custom Lists

8) Web Services

9) Transactions (if using this type of Saved Search)

10) Partners (if using this type of Saved Search)

If the error persists after you have changed the password, please also make sure that Chrome Password Saver or PasswordSafe is disabled.  Also, try Chrome Incognito mode if needed.

Check out our blog on How to Avoid the Most Common Permissions Challenges in Integrating with NetSuite

Need some help?

Check out the options below on how you can contact our Support Team and find the answers you need to help you with your SyncApps integrations.

Help Center & Email is 24/7 to support@cazoomi.com | Live Chat & Phone is scheduled.

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FAQs

Check out these Help Desk articles for answers to frequently asked questions.

Get Started | Login Issues | Pricing

Check out our subscriber's story here on how SyncApps helped them save hundreds of hours per year!

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Dynamics 365 Authentication Methods and Supported Versions

Issue:

Microsoft Dynamics and Dynamics 365 as we thought it’s time we simplify these two platforms for you in terms of integration.

See Mailchimp for Dynamics 365 detailed guide here.

See Constant Contact for Dynamics 365  detailed guide here.

Solution:

SyncApps supports the latest Dynamics 365 API and authentication methods so join 1000s of subscribers enjoying the benefits of simple to use, powerful integration today.

First, let's dive into the simple framework of Microsoft Dynamics for an easy transition or flow.

What Is Microsoft Dynamics?

It is basically a branding platform used by the Microsoft Company.

It incorporates both the Customer Relationship Management (CRM) and Enterprise Resource Planning (ERP) software applications.

The aim is to create a medium for specialized services.

Which Versions Are Supported By SyncApps?

  • All versions including 4.0, 2011/2013/2015/2016 Online & On-premise
  • Dynamics 365 Online & On-premise

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To see all integrations for 365 see this link or tap on the image below.

Now, let us dig into the features of each version:

1. Microsoft Dynamics CRM 4.0

  • On-Premise using Windows Integrated Authentication (Active Directory)
  • On-Premise with Internet Facing Deployment (IFD) enabled

2. Microsoft Dynamics CRM 2011/2013/2015/2016 and Dynamics 365, Dynamics 365 Enterprise

  • Microsoft Dynamics CRM 2011/2013/2015/2016 & Dynamics 365 Online (hosted by http://crm.dynamics.com/) (Office 365 Authentication and Federated Identity are supported)
  • On-Premise with Internet Facing Deployment (IFD) enabled. Authentication uses Active Directory Federation Services (ADFS) including ADFS chaining. 

Using Active Directory for Dynamics CRM Authentication  

Currently, SyncApps only supports Dynamics CRM Online and ADFS authentication.

For example, you could try using our Microsoft Dynamics CRM 4.0 as an alternative for Dynamics 2011 that supports Windows authentication. It can connect to the legacy endpoint available.

Note:

  • CRM 4.0 web services endpoint is deprecated if you upgrade using Windows authentication to Dynamics CRM 2013 or above. It means that our Dynamics CRM 4.0 SyncApps will not work after the upgrade.
  • Dynamics 365 Enterprise SyncApps versions for 2013/2015.2016 only supports Active Directory Federation Services (ADFS) authentication for on-premise CRM currently.
  • We also do not support Windows authentication for Dynamics CRM 2011.

Here is an example of how your CRM 4.0 web service URL for your site will look like.

Do You Need To Find Out Your Web Services URL?

You can easily find out your web services URL by trying our feature that is featured in Step 1 of your integration or Sync Profile setup.

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In case you are having any trouble or your system does not use the above configuration, contact our support team with authentication type and test credentials for connection testing.

We’re always happy to help!

Note if you host your CRM with a vendor other than Microsoft, try our URL checker in step 1 of your integration or Sync Profile set-up.

*Web Service URL (Organization Service)

*SyncApps supports Federated Authentication for Dynamics CRM Online.

Microsoft Dynamics CRM 4.O Configuration  

You’ll be glad to know that we offer various authentication approaches to help with configuration.

1. Windows Integrated Authentication

Expose your CRM server to the internet so that SyncApps can access it. Ask your IT team to expose your server to the public internet if you are using an internal-facing CRM server. Then, you will be able to use our SyncApps.

Our SyncApps will only support authentication on Dynamics CRM 4.0. If you are having trouble accessing your hostname, switch from using a VPN (your PC is part of the company network) to ping it. Consult with your IT team if you still encounter the error after you ping it. They will open your CRM server enabling public access without a VPN.

Configure your company’s firewall to allow secure connection from our SyncApps server only (SyncApps Trusted IP addresses).

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2. Internet Facing Deployment (Form-Based Authentication)

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For this type of authentication, you will need to specify two URLs:

  • Web service URL

The URL ends with /mscrmservices/2007/CrmService.asmx

  • Discovery Service URL

The URL ends with /mscrmservices/2007/SPLA/CrmDiscoveryService.asmx

Microsoft Dynamics CRM 2011/2013/2015/2016 or Dynamics On-premise Configuration  

It includes the following authentication:

Claims-Based Authentication (Active Directory Federation Services -ADFS)

You will need to specify 2 URLs:

  • Web Service URL
  • Security Token Service (STS) URL

EXAMPLE:

I have Dynamics 8.2 on-prem with an ADFS server.  I think I need claims-based authentication for this, right?

Yes, you will need to use the below configuration for Claims-Based Authentication:

  1. Authentication Type: Claims-Based Authentication - Active Directory Federation Services (ADFS)
  2. Web Service URL: https://company.company.com/XrmServices/2011/Organization.svc
  3. STS WSDL URL: https://fs.company.com/adfs/services/trust/mex

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Consult with your IT support in case of any challenges.

Dynamics CRM 2011 Online or 2013/2015/2016 & Dynamics 365, Dynamics 365 Enterprise, 9.2 Online, and the latest version is always supported  

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Finding a unique organization name for CRM 2011/2013/2015/2016 & Dynamics 365, Dynamics 365 Enterprise, and 4.0 can be reviewed here or tap on the image below.

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Need some help?

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Check out the options below on how you can contact our support team and find the answers you need to help you with your SyncApps integrations.

Help Center & Email is 24/7 to support@cazoomi.com | Live Chat & Phone is scheduled  

FAQs

Check out these Help Desk articles for answers to frequently asked questions.

Get Started | Login Issues | Pricing

Check out our subscriber's story here on how SyncApps helped them save hundreds of hours per year!

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