Answers - Quick Links

Filtering Feature conditional parameters explained in SyncApps

Our Filtering feature in SyncApps can be used to sync a subset of records based on specific criteria.

If on a Trial please note that we can only sync 100 records if they match against your criteria so best practice is to place people in a Campaign, Saved Search or Marketing List then use Filtering, sync then you can see how it works.

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.

For example to sync only Contact records with the country which is the United States you can create the following filter :

Country  [Is Equal To] United States

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Conditional Operators

The following operators can be used to create criteria:

  • Is Equal To
    Check if field value equals to a specific value.
  • Is Not Equal To
    Check if field value does not equal to a specific value.
  • Starts With
    Check if field value starts with a specific value.
  • Does Not Start With
    Check if field value does not start with a specific value.
  • Contains
    Check if text field contains a specific value.
  • Does Not Contain
    Check if text field does not contain a specific value.
  • Greater Than
    For numeric or date comparison.
  • Greater Than or Equal
    For numeric or date comparison.
  • Less Than
    For numeric or date comparison.
  • Less Than or Equal
    For numeric or date comparison.
  • Is Blank
    Check if the text is blank.
  • Is Not Blank
    Check if the text is not blank.
  • Is True (Checkbox Checked)
    For boolean value or usually a checkbox in UI.
  • Is False (Checkbox Unchecked)
    For boolean value or usually a checkbox in UI.

Date Criteria

Date criteria must use YYYY-MM-DD format so if we need to sync record that is created after December 20th, 2017 we can use the following criteria:

Created [Greater Than] 2017-12-20

For relative date comparison SyncApps provides a function to_date("x days/months/years ago").

Using that function we can create criteria to sync records that were created within the last 30 days:

Created [Greater Than] or [Equal] to_date("30 days ago")

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Complex Criteria

Complex criteria can also be created by combining expression using AND and OR operators.  For example, we want to sync records with an email address which is not blank and lives in CA or NY state we can create the following expression:

Email Address Is Not Blank AND (State Is Equal To CA OR State Is Equal To NY)

In filtering feature in SyncApps the above conditions can be expressed like this below:

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Please make sure GroupingAND and OR operators are chosen correctly.  In the above example "State Is Equal To CA OR State Is Equal To NY" must be grouped using an OR operator to produce a correct logic.

A typical MINDBODY for Infusionsoft Use Case:

I'm working with Mindbody and Infusionsoft.

When creating a segmentation can you tell me what the filters for Last Class Pass Remaining and Last Class Pass Expired refer to?

In other words, does Last Class Pass Remaining refer to the only class pass that they have or does it refer to the number of sessions left on their current class pass?

And does Last Class Pass Expired literally refer to the Last Class Pass that they had that Expired?

SOLUTION:

Last class pass remaining means session left on the last class pass.

For example, client X purchases a 1-month pass with name Y on Jan 5th for 10 sessions and the client has been used twice then SyncApps will return the following values:

* Last Pass class name: Y
* Last class expiry date: Feb 5th  (or maybe Feb 4th)
* Last class pass remaining: 8

You can also map those fields to Infusionsoft custom fields so you can see what the field values are for a client in Step 4 of Sync Profile Setup.

Constant Contact for Salesforce Connector v2.0 InfoTransfer, retired?

UPDATE: The Constant Contact for Salesforce Connector v2.0 has been deprecated, please see how to integrate using SyncApps today here: https://www.cazoomi.com/salesforce-to-constant-contact/

Our solution is now being used by 1000s of Salesforce & Constant Contact subscribers in its place to provide Constant Contact customers a reliable and efficient way to connect their data. Constant Contact for Salesforce Integration 

Subscriber:

One item that we learned during our Constant Contact tutorial was when uploading Salesforce contacts to Constant Contact there is a 200 contact limit. Does Cazoomi have contact upload limitations?

Cazoomi:

There is no limit on the number of contacts you can transfer automatically as many of our subscribers sync over 1,000,000 contacts and lead each week from website forms, Salesforce entries, and list building activities.

Start here: https://www.cazoomi.com/salesforce-to-constant-contact/

Subscriber:

Another item of concern for us was the campaign responses. In order to view the responses in a contact's profile in Salesforce, all users had to have the Constant Contact App installed on their Salesforce. Is this the same in Cazoomi?

Cazoomi:

All Constant Contact email marketing metrics sync to the Native Salesforce Campaign History object which is available for all users in your Salesforce Organization.

Subscriber:

We have the Enterprise edition of Salesforce and up to 30 Salesforce users. Do all Cazoomi packages (Enterprise, Professional, Basic, Free) work with our Salesforce account?

Cazoomi:

Yes, except Basic which does not have Salesforce CRM included in the plan.

Subscriber:

Can you tell us what the benefits are of having multiple Sync profiles? We just need a basic sync service - Salesforce to Constant Contact. We don't need Constant Contact to talk to other Apps we install to Salesforce.

Cazoomi:

Sure, since Salesforce has Accounts, Person Accounts, and Leads or Contacts then each Profile is needed per each object.  If using Person Accounts as Contacts choose the Contact Object Type to Sync.

So if you have leads and contacts in SFDC to sync then you would need 2 Profiles and Sync Profiles allows the added flexibility & room to grow into SyncApps if you have other data to sync.

Get started here:

How it Works

How Salesforce Integration works with your Marketing Automation

Are you a start-up, Nonprofit, small business, Federal organization (Government Cloud supported), Franchise or Enterprise working with a Salesforce expert?

You're in good company

*Pricing

Supported "Built on Salesforce" software: PatronManager, Raiser's Edge, Apto, and Navatar.  Nonprofit Success Pack™ (NPSP) also supported.

We have 3 plans to meet all requirements of Salesforce subscribers: 

Free Plan: 1 integration for Leads, Contacts or Accounts scheduled every 24 hours.  If needing more features on your Free Plan we have Add-Ons to meet every requirement for less than the price of a Netflix subscription!

Please see our Add-Ons to add features and functionality to your Constant Contact Free Plan.

Professional Plan: Down to 6-hour scheduling and all features for $49.99/month. 

Enterprise Plans: Real-time integration for $99.99/month and scheduled phone support. 

SyncApps can be used to sync your Contacts, Leads, Person Accounts and Campaign Members to Act-On Software, Constant Contact, Delivra, ExactTarget or Salesforce Marketing Cloud, MailChimp & VerticalResponse. 

Integrate Accounts, Person Accounts, Contacts & Leads | Sync Campaign Metrics | Sync Lists, Groups, Segments | Add/Remove from Lists/Groups based on rules | Opt-outs synced | Custom Field mapping | Scheduling & real-time

Review how one Salesforce Partner implements this solution on our blog...

Let our support folks know if you're integrating Navatar so that they can enable a customization for you.

Getting started with your trial!

brand.png  2 Week Free Trial testing best practice after you have set up your Sync Profile: 

If using both Leads and Contacts please create 2 Sync Profiles from your SyncApps Dashboard for both object types, Leads & Contacts.  If using Salesforce Accounts select Accounts as the object type.

  1. First, head to Salesforce and create 1 Salesforce Campaign for testing purposes.  If wanting to use our Filter & Segmentation feature in tandem with each Salesforce Campaign selected just make sure to only use less than 100 Salesforce Contact, Lead or Account records, of which some meet your criteria for the trial usage which will pull the first 100 good records to sync on initial sync over to your Marketing Automation Solution. 
  2. After placing your email or a few Contacts, Leads or Accounts into the 1 Salesforce Campaign you've just created, next head over to SyncApps and select your test Salesforce Campaign in Step 1 of your integration. Or if using a Filter you can further pull specific records from the specific Salesforce Campaign selected in Step 1 of your Sync Profile (If adding Salesforce Person Accounts, please review link)  
  3. Be sure the "Email Opt-Out" field is visible on the Salesforce Account, Contact or Lead page layout.   This allows for easy testing of unsubscribes from your Marketing Automation Solution. SyncApps also allows unsubscribing from CRM to your Marketing Automation Solution so this feature makes it easy for Sales to unsubscribe those in CRM which translates to each being unsubscribed from your Marketing Automation Solution if the "Email Opt-Out" field is checked manually.
  4. For testing purposes head back to your Marketing Automation Solution to create and use an empty List to integrate to as the Master List named in Step 2 of your integration.  SyncApps can create the list automatically for you if using Constant Contact, Act-On, and others or you can do it manually if using MailChimp. This list is needed to keep all Contacts in your Marketing Automation Solution in sync no matter which List they are a part of when using SyncApps integrations.  Press Next to move to Step 3 and keep pressing Next until Step 5 then press “Finish”.
  5. Next, on your Sync Profile page Press "Sync Now".
  6. Head back over to check your Marketing Automation Solution Lists for the 1 Salesforce Campaign synced from Salesforce which creates its own List in Constant Contact or Act-On and others or a Group in MailChimp.  The Master List will now contain the records you placed into the Salesforce Test Campaign or those records from the Filter you are testing against the Salesforce Test Campaign.  For easy testing just test your own email which needs to be either a Lead in Salesforce for a Lead Sync Profile or a Contact in Salesforce for a Contact Sync Profile.
  7. Now that you are in your Marketing Automation Solution, next Create and Send an Email Campaign to your own email on the List which you have just synced for testing how the Campaign Responses or marketing metrics flow back from your Marketing Automation Solution to Salesforce.
  8. Once you have sent the test email head back to your Sync Profile and press Edit. In Step 1 of the integration select Sync Campaign Responses and then select the “Create Salesforce Campaign” feature or Activities, Notes. Please note that when the feature “Sync Campaign Responses” is selected we automatically create in your email metric fields in your Salesforce for marketing metrics like Opens, Clicks, Bounces, Links Clicked, and more.  You just need to place each on the Salesforce layout for Contacts and Leads. Next, move to Step 2 and select the Specific Email Campaign to Sync feature in Step 2, choose the Email Campaign just sent & press Save.
  9. Once on the Sync Profile page please press "Sync Now".
    1. Head back to Salesforce to check the Salesforce record's Campaign History to see all metrics on the record (Opens, Clicks, Bounces, Forwards, URLs clicked or Email Events).
  10. Double check, if needed, to make sure all fields are dragged onto the Campaign layout which are created automatically by Step 1 when you’ve selected the “Campaign Responses” feature.

  11. Check your Sync Dashboard and select Reports to review details of each Sync run test.
  12. Run again for your team to show how it works!

    Note: Sync on Demand is available in the Free Trial with Scheduling available on paid plans. Sync is limited to 100 records, 100 Opt-outs, 1 Campaign per Free Trial period.

Hope that helps with testing as once completed you can remove the settings for testing and keep the features on it needed like Campaigns, Marketing Lists or Filtering.

Salesforce supported editions

The ability to subscribe to Salesforce SyncApps is available for Salesforce Professional (API Enabled), Enterprise, Unlimited and Developer editions.  Salesforce Lightning editions supported.

Due to restrictions on Salesforce Professional Edition, the ability to look-up Salesforce information and post back from applications requires adding API access to your Professional Edition organization; this is an additional cost to the Professional Edition.

Getting Started:  

Sign up for SyncApps Account https://syncapps.cazoomi.com/signup and review How it Works

 

Getting Started with the Basic concepts:

Opt-Out Field:

The "HasOptedOutEmail" must be accessible by API and placed on each Salesforce Layout.  Make sure that the HasOptedOutEmail is visible and editable in both Contact & Lead layouts.

Campaigns:

For Campaign Responses flowing back to Salesforce there are two metrics being synced:

* Individual statistics: synced to Campaign Member Object. Custom fields for sends, opens, clicks are auto-created by SyncApps. Fields need to be placed on the Campaign Member layout so they are accessible by the Salesforce API.

* Summary statistics: synced to Campaign object. Custom fields for total Sends, total Opens, etc need to be created manually in Salesforce and mapped in each Sync Profile.  All newly created Fields to be mapped in Step 4 of your Sync Profile under the Campaign tab need to be placed into the Salesforce Campaign layout.

SYNCAPPS:

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SALESFORCE:

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Activities:

If selecting to create an Activity in your SyncApps configuration then each event such as Opening, Clicking will create a new Activity (Task) in Salesforce.

Activity_layout_in_SF.png

Note: place Activity CazoomiId under Activity History on our Salesforce Layout and *Clicked URL.

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Campaign Members custom fields are created when "Sync Campaign Responses" in Step 1 of any Sync Profile is selected and the "Next" or "Save" button is pressed or clicked in a Sync Profile configuration. 

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Getting Started - Campaign Layout fields: 

  • Once you have created a Sync Profile (don't worry it is simple to do) from your dashboard and are on Step 1 selecting "Sync Campaign Response" be sure to check your Salesforce layouts to make sure all fields created by SyncApps are dragged into the layouts for your Salesforce organization before continuing to Step 2.

Sync Campaign Responses enabled feature is required in Step 1 of your Sync Profile setup before fields are automatically created by SyncApps.

In Lightning Salesforce:

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We also support your Marketing Automation Email Campaigns to track the metrics to Salesforce in various ways to meet any requirement.

Email metrics flow back to Salesforce based on your choice in Step 1 of your Sync Profile Setup.

Sync Modes or Types:

  1. Campaign in Salesforce
  2. Activity in Salesforce
  3. Both Campaign & Activity
  4. Note + HTML Template
  5. Create Salesforce Campaign Only (No Campaign Member)

Campaign_modes_or_types.png 

Please also be sure to place the Activity fields created by SyncApps on your Contact or Lead layouts.

*Using Accounts Object (Person accounts) and need to see Campaign Metrics?

See here...

Basically, there are 3 layouts that need to be edited in order to work for Salesforce Professional Edition with API Enabled:

* Campaign Page Layout: Add Campaign CazoomiId (optional for Enterprise Edition but make sure username has access to the fields)

* Campaign Member Page Layout: Add Campaign CazoomiId, Clicks, Bounces, Forwards, etc (optional for Enterprise Edition but make sure username has access to the fields)

* Contact/Lead Page Layout: Add Clicks, Bounces, Forwards to Campaign History related list. (optional but needed to see the metrics in Contact or Lead layout.)

brand.png  Salesforce layouts check: 

* Drag Campaign CazoomiId into the Email Campaign Page Layout 

Edit_Page_Layout__Campaign_Layout___Salesforce___Developer_Edition___Salesforce.png

* Drag CampaignMember CazoomiId into the Email Campaigns Member Page Layout and any fields you want to report on like Opens, Clicks, Forwards and Bounces 

Edit_Page_Layout__Campaign_Member_Page_Layout___Salesforce___Developer_Edition___Salesforce.png

* The Campaign metrics fields placed in Campaign History layout (related lists) + Email Events will bring in the "URLs clicked" in the email into Salesforce from your Marketing Automation solution upon each scheduled daily sync 

*Campaign Response is synced every 24 hours so need real-time Marketing Metrics sync? Upgrade to Enterprise today from your Dashboard!

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Individual Contact Record:

If using Salesforce Campaigns only then the Full Sync Add-On is needed if you use Salesforce Campaigns as List in SyncApps and want to automatically remove members.  This will manage automatic Contact, Lead record removal features for Campaign members to Email Marketing Lists and Groups on each Full Sync schedule.

What this means is anytime a record is added to OR removed from a synced Salesforce Campaign, created by SyncApps, it will always be in sync with the Act-On Software, Constant Contact, Delivra, ExactTarget (Salesforce Marketing Cloud), MailChimp & VerticalResponse Lists/Groups/Categories/Segments.

Need to Report on all SyncApps custom fields for Campaign Responses?  

See how here!

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Any questions you have please shoot our CRM team a note today.

Best practice after setting up your Constant Contact integration for success in Trial!

Note:
If using both Leads and Contacts please create 2 Sync Profiles from your SyncApps Dashboard for both object types, Leads & Contacts.  If using Salesforce Accounts select Accounts as the object type.

1. First, head to Salesforce and create 1 Salesforce Campaign for testing purposes.  If wanting to use our Filter & Segmentation feature in tandem with each Salesforce Campaign selected just make sure to only use less than 100 Salesforce Contact, Lead or Account records, of which some meet your criteria for the trial usage which will pull the first 100 good records to sync on initial sync over to Constant Contact.

For testing, we will use our own test email, cw@cazoomi.com, which is a Salesforce Contact and easy to review for testing purposes in both Salesforce and Constant Contact.

 

2. After placing your email or a few Contacts, Leads or Accounts into the 1 Salesforce Campaign you've just created, next head over to SyncApps and select your test Salesforce Campaign in Step 1 of your integration.

Or if using a Filter you can further pull specific records from the specific Salesforce Campaign selected in Step 1 of your Sync Profile (If adding Salesforce Person Accounts, please review link)  

 

3. Be sure the "Email Opt-Out" field is visible on the Salesforce Account, Contact or Lead page layout.   This allows for easy testing of unsubscribes from Constant Contact. SyncApps also allows unsubscribing from CRM to Constant Contact so this feature makes it easy for Sales to unsubscribe those in CRM which translates to each being unsubscribed from Constant Contact if the "Email Opt-Out" field is checked manually.

 

4. For testing purposes head back to Constant Contact to create and use an empty List in Constant Contact to integrate to as the Master List named in Step 2 of your integration.  SyncApps can create the list automatically for you or you can do it manually. This list is needed to keep all Contacts in Constant Contact in sync no matter which List they are a part of when using SyncApps integrations.  

Press Next to move to Step 3 and keep pressing Next until Step 5 then press “Finish”.

 

5. Next, on your Sync Profile page Press "Sync Now".

 

6. Head back over to check your Constant Contact Lists for the 1 Salesforce Campaign synced from Salesforce which creates its own Constant Contact List.  The Master List will now contain the records you placed into the Salesforce Test Campaign or those records from the Filter you are testing against the Salesforce Test Campaign.  For easy testing just test your own email which needs to be either a Lead in Salesforce for a Lead Sync Profile or a Contact in Salesforce for a Contact Sync Profile.

 

7. Now that you are in Constant Contact, next Create and Send an Email Campaign to your own email on the List which you have just synced for testing how the Campaign Responses or marketing metrics flow back from Constant Contact to Salesforce.

8. Once you have sent the Constant Contact test email head back to your Sync Profile and press Edit. In Step 1 of the integration select Sync Campaign Responses and then select the “Create Salesforce Campaign” feature or Activities, Notes.

Please note that when the feature “Sync Campaign Responses” is selected we automatically create the Constant Contact email metric fields in your Salesforce for marketing metrics like Opens, Clicks, Bounces, Links Clicked, and more.  You just need to place each on the Salesforce layout for Contacts and Leads. Next, move to Step 2 and select the Specific Email Campaign to Sync feature in Step 2, choose the Email Campaign just sent & press Save.

 

9. Once on the Sync Profile page please press "Sync Now".

 

10. Head back to Salesforce to check the Salesforce record's Campaign History to see all metrics on the record (Opens, Clicks, Bounces, Forwards, URLs clicked or Email Events).

Double check, if needed, to make sure all fields are dragged onto the Campaign layout which are created automatically by Step 1 when you’ve selected the “Campaign Responses” feature.

 

 

11. Check your Sync Dashboard and select Reports to review details of each Sync run test.

12. Run again for your team to show how it works!

Note: Sync on Demand is available in the Free Trial with Scheduling available on paid plans. Sync is limited to 100 records, 100 Opt-outs, 1 Campaign per Free Trial period.

See our dedicated page for Constant Contact for Salesforce for all your questions.

 

 

 

Automatically remove a record from your Marketing Automation solution

Grab our Full Sync from your Add-Ons Subscription Tab inside SyncApps:

This Add-On is applicable to CRM as once you purchase the Add-On you can set up your Full Sync schedule and Contacts or Leads removal from CRM list(s) or tags will be removed from matched Constant Contact/MailChimp/VerticalResponse List(s)/Group(s) during a full sync.

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

Full Sync is available on our Paid Plans and also available to try on our Free Trial!

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

* Zoho Campaigns
* Zoho List Views
* NetSuite Saved Searches
* Bullhorn Tearsheets
* Highrise Tags
* Salesforce Campaigns
* Dynamics CRM Marketing Lists
* Sugar CRM Target Lists 
* Enable Segmentation features is selected in Step 5 (Filtering & Segmentation)

To automatically remove records from your Marketing Automation solution when they are no longer a part of any synced CRM Marketing List then 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 or VerticalResponse list or MailChimp Group.

Using Filtering and Segmentation with Full Sync?

MailChimp Limitations:

The Full Sync Add-On will not remove a record from a MailChimp Group if it does not match the filter anymore unless using a segmentation method in Step 1. 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 then 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 if it does not match your Filter & Segmentation criteria set up in Step 5 of your Sync Profile.

A customization is also available if you would like to remove from a MailChimp List each time the Full Sync Add-On is run.  Please let our 24/7 support team know and we will enable it in your account.

If you enable segmentation on filtering including using the Full Sync Add-On, if a contact or lead is no longer part of a segment, SyncApps will remove the contact from MailChimp Group (SyncApps does not also remove the contact from MailChimp List so if you need to remove the record from a MailChimp List please let our 24/7 support team know and we will enable the feature in your account.)

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 guide/use case below to help you get an idea 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 which, press Sync and all 5 expected entries will be synced in the Act-On list.

1_-_NetSuite_Saved_Search.jpg

 

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2. Remove 1 entry in the NetSuite Saved Search and email our 24/7 support folks to enable the Full Sync customization for you if not already purchased from the Add-On tab inside your dashboard.

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Once the customization is enabled this will display the Full Sync option (also available as an Add-On from your Dashboard in SyncApps).

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

Supported CRM: All CRM’s that supports list sync.

Supported Marketing Automation solutions:

  • Constant Contact
  • MailChimp
  • Infusionsoft
  • Vertical Response

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.

6_-_Act-on_content_after_full_sync.jpg

Experiencing issues or difficulties during testing? Reach our 24/7 team for assistance and we’ll throw in a free $49.99 Sync Profile Setup Review today!

 

How do Hard Bounces and Soft Bounces work using MailChimp for Zoho CRM?

Subscriber:

I wanted to inquire about the way SyncApps is treating Soft Bounces. It appears that these are being recorded along with Hard Bounces as Bounced in CRM (both in member status and in the Campaign Response field). Unfortunately the Soft bounces are then indistinguishable from Hard Bounces.

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As you will be aware, Mailchimp "cleans" any Hard bounces from your list and prevents mailing to the same address.  However, soft bounces (which could be caused by full mailbox, or other reasons) are permitted to be mailed to again, up to 7 soft bounces.

Soft vs. Hard Bounces

It would be much better if soft bounces were identified separately (i.e., Soft Bounce?) because they are treated differently to hard bounces (i.e., I would not be deleting them from our lists or ringing up to find out if the contact has moved, for example).

If one is to be able to manage the lists via the metric data, this distinction is pretty important. Interested to hear your thoughts! 

Cazoomi:

For Campaign Response coming from MailChimp there are not separate soft bounce and hard bounce calls as the API does not differentiate that information. However, for hard bounce (cleaned) status it can be synced back to a Zoho CRM custom field (checkbox type) so you can see if a contact is in hard bounce status.

Please map the field from MailChimp to Zoho CRM today in Custom Field Mapping in your Sync Profile.

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Syncing Campaigns from your Email Marketing Automation to CRM

Syncing existing Campaigns from your Email Marketing Automation software such as Constant Contact, MailChimp, Act-On or Vertical Response to created or existing CRM Campaigns is not a feature of SyncApps.

CRM Campaigns need 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 Email Marketing Automation only if the email address doesn't exist in CRM at the time of syncing.

Unprocessed and filtered records

When using our powerful Filtering feature, SyncApps will only sync specific records that do not contain these Group/Role email addresses. Reason for this is that these are not "person" emails because they might cause spam complaints and blacklisting.

These are the following Group/Role email addresses that SyncApps will ignore when Filtering feature is enabled:

  • abuse@
  • admin@
  • all@
  • everyone@
  • ftp@
  • investorrelations@
  • jobs@
  • marketing@
  • media@
  • noc@
  • postmaster@
  • prime@
  • privacy@
  • remove@
  • request@
  • root@
  • sales@
  • security@
  • spam.*@
  • subscribe@
  • usenet@
  • users@
  • uucp@
  • webmaster@
  • www@
  • @yahoogroups.com
  • @googlegroups.com
  • noreply@
  • @example.com

Note:

If you are syncing any @yopmail emails with your email marketing this will cause errors to appear as MailChimp and others have banned this domain so to avoid any errors just set up a filter in SyncApps with "Email does not contain @yopmail.com" criteria in your Sync Profile.

I changed the name of one of my lists in MailChimp and now SyncApps is not reading it

Have you gone to this instance where you have changed the name of one of your lists in MailChimp and SyncApps does not recognize it? 

Be sure the list names match 100% between SyncApps and MailChimp.

Here's the remedy and see the example below:

See if your MailChimp list name has two spaces.  This would cause a scenario in which SyncApps could not find the matched list.

  • "ABC Events:"  and  "Webinars" words
  • "Webinars,"  and  "Trainings" words 

Please edit the MailChimp list name to fix double spaces and you should be able to use the list.

"ABC Events: Webinars, Trainings & Trade Shows" (1 space before "Webinars"; SyncApps will recognize it as it has the same name)
instead of

"ABC Events: Webinars, Trainings & Trade Shows"(2 spaces before "Webinars"; SyncApps will not recognize)
Map MailChimp Member (Contact) Rating

Subscriber:

I want to map the Member Rating field from MailChimp to Salesforce, I think they call it Contact Rating now, but I am not sure what field type to create in Salesforce to house the data. Is it a text field? Number field? Image field?

Cazoomi:

Thanks and you can map to a Text field works fine as the Contact Rating (Member Rating) is a negative number to positive number based on Stars given.

https://kb.mailchimp.com/lists/manage-contacts/about-contact-ratings

Here's an overview of what the star ratings mean.

Star Rating Engagement Score Contact Activity
-5 to -1 This recipient has either unsubscribed and resubscribed, or soft bounced in the past.
0 No engagement. This recipient is most likely a new contact, or a previously engaged contact who's gone dormant.
1 Low engagement. This recipient opens or clicks your campaigns but is either not consistently engaged or hasn't been on your list long enough to have earned a higher rating.
2 to 5 Moderate engagement. This recipient often opens or clicks your campaigns when you send.
6 to 10 High engagement. This recipient opens or clicks your campaigns very consistently.

 

 
Checkbox sync with Pipeliner to your Marketing Automation Software

Do your requirements call for syncing Checkboxes from Pipeliner records to Constant Contact, MailChimp or Act-On?

By using our powerful Filtering and Segmentation feature, this can now be achieved!

Individual Checkbox Field

Head to Step 5 of the Sync Profile then set the criteria for Filters to (Name of Checkbox) and select the operator to "Is True (Checkbox Checked).

https___syncapps_cazoomi_com_sync_profile_edit_profileId_951346529_step_config_filter_new_wizardId_7c637d72_71d1_4d20_ae53_0027a06c92c91513826480005.png

Once the changes have been made then please press Save, then Reset Sync Process and Sync Now.

Multi Checkbox Field

In this case please use "Contains" operator. For example, you want to create a segment that contains all records which have ACME checked you can use criteria:

"Tradeshow 2017 Contains ACME"

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Error Code: Required_Field_Missing

This error occurs when a required field in your Marketing Automation does not have value or it is blank when syncing to your CRM.

You will need to have these required fields filled up in your ESP/Marketing Automation app or reach out to our support folks to enable the customization for "First name/ Last name is blank". Please note that these customizations are only available in our Enterprise Plans.

Another solution is you may also set these fields as "not required" so that the error will not be created.

Error on sync: Error on API call to iContact

Error on sync: Error on API call to iContact. {"errors":["Internal Server Error"]} (HTTP Status Code: 500)

When you encounter the error above and there's no additional information, please reach out to the iContact support folks and please let them know about this matter.

Sync mailing address to and from MailChimp

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

  1. One way is the use the MailChimp Address Data Type fields
  2. Another way and best practice is to use Text 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
  2. City <> City
  3. State <> State
  4. Postal Code <> Zip
  5. Country <> Country

The 5 fields above mapping rules are only applied if you are using Address Data Type fields in MailChimp. If you use a text data type field then the above rule is not applicable.

List_Fields_and___MERGE___Tags_for_Unit_Test___MailChimp__1_.png

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

 

MailChimp Address field is quite strict so usually, SyncApps always suggest to subscribers it is better to use a text field for each address component 5 merge text fields for street, city, state, zip, and country.

List_Fields_and___MERGE___Tags_for_Unit_Test___MailChimp.png

 

Ideas___Answers___Agent.png

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

MailChimp Update Profile Form 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 list by SyncApps if this option is enabled.

MailChimp-Signup-Subscribe-Form_2018-05-16-10_11_02.jpg

Automatically create MailChimp Static Segments

MailChimp Static Segments is a type of saved segment that includes only the subscribed contacts who shared specific common qualities when you created it.

See the full definition here

SyncApps rolled out this enhancement this 2018 to help our clients to target their specific customers without manually putting them into segments. Just set it then let SyncApps do the magic! This enhancement is very useful to CRM, Financial, and especially for eCommerce integrations.

To see how to do a Static Segment in MailChimp manually let's try:

  • Head to your Lists in MailChimp and select a specific List.
  • Once you have selected a specific List, tap "Manage Contacts" and "Segments" then "Create Segment".
  • Set the criteria, let's say on the list you want to target a Campaign to customers with the those ending with "@gmail.com". Email Address > Ends with > @gmail.com.
  • Tap Preview Segment then this will show a segment with specific contacts under that list, tap " Save as Segment. Then there you have it!

Now let's see how it works automatically to create MailChimp Static Segments with SyncApps

It is easy to now automatically create Static Segment(s) based on your CRM Marketing List(s), Tag, Saved Search(s), Tearsheet(s), Campaign(s), or even eCommerce Product(s) and Variation(s) you have set up in Step 1 of the Sync Profile.  (What is a Sync Profile?)

All_subscribers_of_SyncApps_Worldwide_Subscriber_List___MailChimp.png

Please note that if MailChimp user exposes Groups on the Update Profile form then SyncApps will sync to the Marketing List or Campaign if these Campaign/List to Groups have been synced prior via SyncApps.

In Step 2 of the Sync Profile, you will need to select "Use Static Segment" under the Segmentation Method option. Save and Reset Sync Process then Sync Now.

https___syncapps_cazoomi_com_sync_profile_edit_profileId_956579175_wizardId_d0132495_a20f_4c9a_aa09_31317fe304e61524185034157_step_config_mailchimp__1_.png

This feature is used by subscribers to overcome MailChimp's 60 Group limitation per list if using many products or categories in your system of record to sync to MailChimp.

NOTE: records in Static Segments cannot be removed automagically via SyncApps yet you can just delete them all on a regular basis in MailChimp and let Salesforce or your CRM being used to repopulate each Static Segment on your scheduled sync to have a trued up Segment for your Marketing Automation campaigns running on MailChimp.

Cazoomi Marketing List - Updates

Enhancement Release Features 2015-2018

Most up-to-date release here...

  • Enhancements to large volume data processing, lead score & custom field mapping retrieval, has been built into Cazoomi Marketing List.  

The enhancements to large volume data processing allow our large list subscribers to quickly move lists from Salesforce to their Marketing Automation solution of choice more efficiently. 

  • Add/Remove feature enhancements for Campaign/List membership in CRM to Marketing Automation Lists/Groups/Categories.

This enhancement adds SyncApps add/remove features with the use of Salesforce Campaigns to your Marketing Automation solution of choice.  If using Salesforce Campaigns you can now automatically manage if a subscriber is added/removed in your Marketing Automation Lists/Groups/Categories back to Salesforce Campaigns or a Cazoomi Marketing List.

  • Storage limits in Salesforce enhancement

Only Campaigns selected in a Sync Profile (if using Campaign as List feature) will be tracked in the Campaign Member History object. Previously all Campaign Members removal are recorded so caused some storage issues.

Version 1.38 - August 2015 - 2018

  • Enhancement to 10,000 records maximum limit in a VisualForce page copied from a Salesforce Campaign to a Cazoomi Marketing List 

  • Unlimited records allowed to be added to a Cazoomi Marketing List from a Salesforce Campaign

Version 1.37 - July 2015 

  • Enhancement for Storage issues on Salesforce. Now only Campaigns selected in a Sync Profile (if using Campaign as List feature) will be tracked in the Campaign Member History object [Previously all Campaign Members removal are recorded so caused some storage issues]

Version 1.36 - April 2015 

  • Spring Salesforce Updated version released

Version 1.35 - 08 Sept 2014

  • Remove All button enhancements for easy Campaign/List membership control in CRM to Marketing Automation Lists/Groups/Categories

Version 1.34 - 18 Aug 2014

  • Enhancements to field mapping retrieval 
  • Remove All button added for easy Campaign/List membership control in CRM to Marketing Automation Lists/Groups/Categories

Version 1.29 - 30 Dec 2013

  •  Enhancements to large volume data processing, lead score, custom field mapping retrieval
  • Add/Remove feature enhancements for Campaign/List membership in CRM to Marketing Automation Lists/Groups/Categories

Version 1.27 - 23 Dec 2013

  •  Enhancements to search criteria for large list customers (100k+)

Version 1.24 - 16 Nov 2013

  •  Enhancements to search and official AppExchange Listing Approval

Version 1.21 - 20 Aug 2013

  •  Enhancement to add/remove (EmailOptOut) SyncApps tracking campaign member

Version 1.18 - 29 July 2013

  • Person account contacts searchable using contacts option
  • Corrected search error issue for multi pick-list field

Version 1.16 - 29 June 2013

  • Added some enhancements on Campaign as List sync

Version 1.15 - 17 June 2013

  • Fixed viewstate error issue to allow up to millions of records in Campaigns to be copied to a Marketing List

Version 1.13- 2 May 2013

  • Changed search result criteria for better search
  • Added record counts per list (Lead and Contacts total subscribed fields)
  • Updated campaigns drop-down in add members page to display all campaigns per page with scroller

Version 1.12- 6 Feb 2013

  • Modified Visualforce requirements 

Version 1.11 - 12 Dec 2012

  • Changed maximum search result in add member page from 1K to 10K records
  • Updated campaigns drop-down in add members page to display active campaigns only

Version 1.10 - 3 Dec 2012

  • Added support for adding members directly from Salesforce.com Campaigns 
  • Added support searching contacts/leads using DateTime/Date literals

Version 1.9 - 13 Oct 2012

  • Fixed error when searching contacts/leads using Boolean field criteria.
How does the integration for Salesforce to MailChimp work?

How to get started syncing MailChimp and Salesforce.

2 Week Free Trial best practice

Select 1 Campaign or Cazoomi Marketing List (Install needed in Salesforce) to sync over to your Email marketing platform, put a few Contacts or Leads into it, then you are all set up to tap "Sync Now".  Test out new List membership feature for MailChimp Group subscribers by adding/removing from a synced Cazoomi Marketing List to a MailChimp Group.

Test out our Webhooks based List membership feature for MailChimp Group subscribers by adding/removing from a synced Cazoomi Marketing List to a MailChimp Group.  They are automatically managed without any Sync Profile sync running as Webhooks create your real-time integration.

VIDEO > 3-minute setup

If you are using both Leads and Contacts be sure to have 2 Sync Profiles setup for both object types, Leads & Contacts.  

Syncing Accounts with email addresses on them?  Use Account Object as the sync type to test the integration.

In our Trials, our fully featured Enterprise plan with all the bells and whistles is used so you can see what is available and choose the plan once ready that meets your company's needs.

Trial Features:

Sync Accounts, Contacts and Leads to MailChimp Lists and Groups.

Integrate List and Group membership automatically to CRM.

Create and update new Contacts, Leads via MailChimp or CRM.

Sync Opt-outs automatically.

Custom Field Mapping between both systems.

Sync specific Salesforce Campaigns and Campaign Responses from MailChimp to CRM.

Sync clicked URLs from Email Campaigns back to Salesforce.

Trigger MailChimp Autoresponders from CRM field updates.

Sync and map hard bounces to CRM custom field.

Update CRM from MailChimp contact update forms.

Salesforce always takes higher precedence over MailChimp. Any contact and lead changes in Salesforce will always be synced to MailChimp.

Contact and lead data is synced from MailChimp only if the email address doesn't exist in Salesforce at the time of syncing.

Can I sync only "one way" to Salesforce from MailChimp or Constant Contact?

Yes!

"Add One Way Sync feature to Salesforce" 

Number of API calls required for MailChimp to Salesforce integration?

Subscriber:

I am using the MailChimp for Salesforce SyncApps. I am also exceeding my API request limit in Salesforce.

Can you give me an estimate of how many API calls are needed to support a given list size?

Details: There are 25,000 subscribers in MailChimp. Does it mean 25,000 calls for each campaign? Does using additional merge fields affect the number of API calls?

Cazoomi:

SyncApps does the following process to sync MailChimp for Salesforce:

1. Checks in Salesforce email cache. if exists then do not process
2. Checks in Salesforce whether the email address exist, if exists then do not process
3. If email address does not exist in Salesforce then create a new record in Salesforce

For your sync, there is no cached data for most of the email address so SyncApps sends 25,000 requests to Salesforce to check whether the email address exists. Currently, we check one email address at a time. We might optimize to check a few contacts at once.

There are a few options to avoid this type of API issue:

1. You have selected Campaign as List feature but only have 48 contacts in this Campaign in Salesforce. To have an efficient sync, please turn off "Sync Campaign as List" feature then do an initial sync so all email address will be cached by SyncApps.

2. Or, alternatively, if you don't want new contacts to be created in Salesforce from MailChimp, you can disable two way syncing. Campaign Response will still be synced if you enabled this option but please note that only campaign metrics for contacts that have been synced from Salesforce to MailChimp will be populated so if you have only 48 contacts synced then only those 48 contacts will be populated with Campaign Response Metrics.

So in your use case, the first option is better.

3. Start with an empty MailChimp list for your "Master List" and populate the list with contacts from Salesforce is best practice to minimize API usage.

Estimate API Calls for Campaign Response Sync:

SyncApps needs fewer API calls if using an Empty MailChimp List as the "Master List".
Each API call can update 200 Salesforce records so for 10,000 campaign response only 50 calls will be needed.
Retrieving contacts/leads from Salesforce also requires far fewer API calls.

Currently, it is set 500 records per call so for 20,000 records only needs 40 API calls.

Currently, the issue is the email existence checking in Salesforce when an email address is not in cache. So if there are 20,000 records in MailChimp there will be 20,000 calls required if you do not sync all contacts/leads like in many of SyncApps subscriber's current configurations.

If you sync all contacts there will be no problem as on initial sync SyncApps will retrieve Salesforce contacts and put them in SyncApps Cache.

Managing Custom Fields in Constant Contact

Bumping into any difficulties while setting up your own Sync Profile with SyncApps?

Or thought of these same issues/questions regarding which custom fields specifically in Constant Contact can be mapped in Step 4 of your Sync Profile? 

  • Custom Fields created in Constant Contact do not show up in SyncApps Constant Contact Field list even after refreshing fields.
  • I cannot see the Constant Contact custom fields in the additional field mapping while trying to map custom fields in both systems. Even if I press the refresh fields button the newly created fields do not show up.
  • The Fields are being displayed with Standard Naming in Cazoomi (custom_field_1-- custom_field_15) but not with the name we created in Constant Contact.
  • How do I import Custom Fields from the signup form, back to the Contact/Account/Lead/Targets?
  • I had a Custom Date Field called "Subscribed Date" in Constant Contact but I don't see that Custom Date field in the Cazoomi Field Mapping Section to map it to Salesforce.
  • How can I change the labels of the custom fields when performing the field mapping when setting up a SyncApps profile? (Example: Custom Field 01, Custom Field 02, Custom Field 03 ------ I would rather give these labels names like Channel for custom field 01, and Record Type for custom field 02)

Well, these don’t sound so hard to answer however it's a bit more complicated.

SyncApps currently maps the following fields automatically so you don't have to in Step 4.

Additional field mapping is optional. Basic Contact fields such as email address, name, address, company name, and phone are already mapped.

 

For Custom Fields please note that adding a custom field in Constant Contact does not give any added functionality to the 15 Available Custom Fields allowed in the current API for Constant Contact.

In Constant Contact, only 15 Custom fields are allowed. Beyond these 15 custom fields, Constant Contact’s API will not support extra fields. However, you can map the 15 fields to match your fields in CRM. 

Steps:

  • Add a new Custom Field and name it Custom Field 1
  • Add a new Custom Field and name it Custom Field 2 and so on.

Custom_Field_Mapping.png

Just be sure to jot each field label (COMM STEM = Custom Field 1) down to be used in your Sync Profile to map the 1-15 custom fields available to your CRM field(s).  You will need them as Constant Contact only supports the naming of custom fields 1-15 as shown above.

https___syncapps.cazoomi.com_sync_profile_edit_profileId_890347065_wizardId_291bd153_9cb8_4155_ad67_0191f8d344081504747090902_step_config_mapping.png

Let us know if you hit any snags through emailing us at support@cazoomi.com.




After deleting a list in Constant Contact will the Marketing List autosync again in SyncApps?

Subscriber:

I did a manual sync today for one of my Sync Profiles which is using the Cazoomi Marketing List feature. I also deleted it in Constant Contact, and then resynced. It didn't even pick up on Constant Contact as a list. Any thoughts? 

Cazoomi:

Yes, you just need to "Reset Sync Process" from the Sync Profile after deleting a list in Constant Contact to recreate it automatically.

When Cleaning Up Lists, Don't Enable "Full Sync" But Delete All Records Manually Instead

If you use SyncApps to clean up your lists, specifically Marketing Lists, that should work great.  Cause with SyncApps, you can save a significant amount of time letting them to do large amounts of manual data clean up as well.

Speaking of cleaning up Marketing lists, a subscriber raised a concern.  With SyncApps, she was able to sync her already decreased records from CRM to VerticalResponse.  She was expecting that the records synced to VerticalResponse (VR) is the same with the already decreased records from her CRM, but the original total records appeared instead.

It was found out that the subscriber enabled the “Full Sync” feature.  The feature was enabled to let the subscriber sync her huge CRM database that was split into 3 Sync Profiles.  BUT, enabling the feature won’t help in syncing the updated list in your CRM but to only provide you with the original list, for it does not delete contacts.  It only removes records from a VR list if a record is removed from Marketing List in CRM.  So, in order to perform cleaning through SyncApps, you just need to delete all records manually in VerticalResponse then reset the sync. Below are the steps to achieve this:

  1. Delete VR Master List (the one specified in sync profile) and all its contacts.
  2. Copy Sync Profile to a new profile so no cached information preserved. There is a copy button in the Sync Profile page.
  3. Run the new Sync Profile.
  4. Delete the old profile.

AGAIN, Full Sync is not suitable for this use case cleanup process. It can be used after cleanup to make sure the VR list is up-to-date if there is contact removal in CRM list, full sync will sync that removal.

If it happens that you hit any snags using our Full Sync feature don't hesitate to contact us at support@cazoomi.com.

 

Cazoomi Answers and Best Practices

We're always working to deliver best practices around SyncApps that are relevant to your business. Now you don't have to look any further than Cazoomi Answers for up-to-date SyncApps advice and integration tips.

Getting Started