Zoho Campaigns is not to be confused with CRM's native Campaigns module. Zoho Campaigns is an email marketing application from Zoho. There is a module called Campaigns in Zoho CRM which will help you plan any marketing campaign for your business, not just email campaigns.

Note: This integration is available for all editions and allows organizations to send campaigns from the Zoho Campaigns platform.

1. Go to Zoho Campaigns settings page via the following route: Settings > Marketplace > Zoho > Zoho Campaigns > Manage.
   
2. Click Sync Now.
   
   You will be redirected to the Zoho Campaigns page to sync.
   
3. The first page will be Set up Sync. On this page, do the following:
1. Select module: Select the module in Zoho CRM for the sync. All records from the selected module will be synced with Zoho Campaigns.
2. Sync to Lists: In this optional step, you can sync any mailing lists you have in Zoho Campaigns, or create a new list.
   
3. Subscription Type: Select whether the subscription is Marketing or Non-marketing.
   For the Marketing subscription type, you can choose topics from the list available in the Choose Topics field.
   
4. Update empty field value: Toggle this option to remove values of mapped fields in Campaigns when the respective values are erased in Zoho CRM.
   
4. After providing the required values, click Next to go to the Map Fields page.
   
5. On the Map Fields page, map the CRM fields with those of Zoho Campaigns.
   
6. After the field mapping is complete, click Initiate.
   

Note: Sync is available for the Leads, Contacts and Custom modules (the modules must have an Email field).

1. Modified By
   
2. Created By
   
3. Modified Time
   
4. Layout
   
5. Wizard
   
6. Lookup and multi-user lookup
   
7. Profile/record image
   
8. File upload
   
9. Subform
   
10. Image upload
    

Note:

If a field is created in a module during field mapping, then this field will be seen only in those records that are created after the sync is enabled. For existing contacts that are synced from CRM, this field will appear ONLY if you re-initiate the sync. For example, if you added a field called Customer response during field mapping, the field will not appear in the records that were synced earlier. You must re-initiate the sync in order to update the field Customer response for those records.

Creating Zoho Campaigns from CRM 

Note: Creating campaigns from Zoho CRM is only available for the Enterprise edition and above. 

1. Log in to your CRM account and go to the Campaigns module.
   
2. Click the + icon in the list view and select Zoho Campaigns from the dropdown list.
   
3. Enter the following details in the Create Campaign page:
   
1. Zoho Campaign Details
   
2. Campaign Information
   
3. Description
   
4. Click Save.
   

Note:

New Zoho Campaign users will see a pop-up prompting them to enter their company details. These details will be updated in the footer section of the Zoho Campaigns email.

 

Sending campaigns from Zoho CRM

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

2. Choose a topic to associate with the campaign. This will help users avoid campaigns from certain topics of least interest.
   

3. Lawful basis for communication: If you have enabled GDPR in Campaigns, you'll have this additional field to update in the pop-up. Choose from the list of given communication bases in compliance with the GDPR norms.
   


4. Send for review: Once the recipients are associated with the mailing list, the campaign can be sent for review. 
   When the campaign is sent for review, the recipients will be synced to the mailing list and you will not be able to change the mailing list or add or remove recipients. The time the sync takes to complete will depend on the number of recipients.
   

Note

1. Before you send the campaign for review, you will be prompted to select whether the existing users in the selected mailing list should receive the campaign. The system will check that there is no spam content and that the sender's address is on a private domain (e.g., @yourcompany.com), not a public one (e.g., @gmail.com).
   
   
   

   The following details will be available:

   1. How many users from CRM (Leads or Contacts) or Campaign are in the recipients list.

   2. The number of contacts present in the list that have conflicts in the particular topic and will not receive the campaign.

   3. The number of contacts to whom the campaign will be sent and the default topic that is associated.

   4. The total number of eligible recipients.
      

1. The system will check that there is no spam content and that the sender's address is on a private domain (e.g., @yourcompany.com), not a public one (e.g., @gmail.com). During the review, you will be prompted to map the fields in the campaign template with the CRM fields in the Leads and Contacts modules. This will only take place if the fields were not already mapped during the integration. 
2. You can send a test email to yourself to check the campaign before sending it to the recipients. 
   
3. You may have to use the refresh icon for the What's Next component to see the status.
   

1. Send campaign: You can send a campaign to the recipients once the review is complete. If some recipients are skipped during the sync, a warning icon will appear below the Send Campaign icon. Click the icon to see the reason the recipients were skipped and the number of records that were skipped. 
   
   Users can check details, such as the reason for skipping — Topic Conflicts, Invalid Email Address, Email Opt-out Contacts, etc. and the number of skipped recipients for each reason. Upon expanding topic conflicts, they can get detailed categorization of the particular topics and the respective count of recipients skipped.
    

1. If the campaign is sent successfully then the status will be updated to Sent.
   
2. If the campaign could not be sent then the status will be updated to Cancelled or Stopped. Click view details to see the reason and an option to contact Campaigns support. They may also be cancelled if a video in the template is deleted from the website where the campaign is hosted.
   

To send campaigns from CRM

1. Click Choose template in the What's Next section of the campaign's details page. You will be redirected to Zoho Campaigns. 
   
2. Select one of the categories from the Choose Template dropdown list:
   
1. Pre-designed templates
   
2. Basic templates
   
3. Saved templates
   
4. Recently sent templates
   
3. You can also create email content using the plain text editor or HTML code editor.
   
   
4. Select a template and click Choose.
   
5. Click Preview and test or Save Changes.
   
6. Click Save and Next.
   
   Note: Use the edit/delete icon to edit or delete the email content before sending the campaign. Editing the template after it has been sent for review will move the campaign to draft and you must send it for review again.
   
   
7. Click Add recipient in the What's Next section of the campaign's details page.
   
8. Select the recipients from the Leads or Contacts module. You can also add new leads or contacts or import recipients in bulk by clicking on Import recipients.
   
9. Click Next.
   
10. Select the Campaign Member Status from the dropdown list.
    
11. Click Save.
    
12. Click Associate List & Topic in the What's Next section of the campaign's details page.
    


13. Click Select Existing list or Create a new list in the Associate List & Topic pop-up and do either of the following:

1. Choose an existing list from the dropdown, or
   

2. Enter the name and message for the subscribers in the Create New List box.

14. Select a topic from the dropdown list of options in Choose a topic you would like to associate with this campaign.
    

15. Select the Lawful Basis for Communication from the list of available options.

16. Click Save.

17. Click Send for Review in the What's Next section of the campaign's details page.
    
18. Select the Send Campaign to the existing members of this list too checkbox in the Send for Review pop-up if you want to send the campaign to the existing members of the list and not just the new recipients.
    
19. Click Yes, Proceed.
    
20. Map the fields from the template to the fields in CRM module.
    
    After the fields are mapped, the campaign will be sent for review and the status will be updated to Syncing Recipients.
    
    Once the sync is completed, the status will be updated as To be reviewed.
    
    Note: The Send Test Email option allows you to send a test email to up to five email addresses at once to check the content before sending it to the recipients.
    
    
21. Click Send Campaign in the What's Next section of the campaign's details page
    

Track Campaign Responses

1. In Zoho CRM, click the Campaigns tab.
   
2. Open a recently completed campaign of the type Zoho Campaign.
   Alternately, click the icon next to Zoho Campaigns for a quick view.
   

Note:

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

Campaign summary and recipient activity

1. Emails that were delivered successfully.
   
2. Emails that were hard bounced or soft bounced.
   
3. Recipients who opened and recipients who didn't open the emails.
   
4. Emails that were clicked.
   
5. Complaints received from the recipients.
   
6. Recipients who unsubscribed from the email.

Note: 

 

Hard bounce—A hard bounce indicates that there is a permanent delivery failure which could be due to the following reasons: 

1. The recipient's email address does not exist.
   
2. Domain name does not exist.
   
3. Typos in the email address invalid. (For example, gnail.com instead of gmail.com)
   
4. The Recipient's email server has blocked delivery.
   
5. The email address is inactive or expired.
   

Soft bounce— A soft bounce is just a temporary delivery failure that may be due to the following reasons:

1. Recipient's inbox is full
   
2. Technical issues in the receiving email server
   

1. Recipient Activity: It shows the list of recipients who have clicked, unsubscribed, opened, marked the campaign as spam etc. You can choose the KPI to filter and view the respective list of recipients based on their activity. You can also filter and view just the Leads or Contacts for each response type from the drop-down on the right side.
   

1. In Campaigns module, go to the Leads or Contacts related list. 
   
2. Click the filter icon
   
3. Select a field under Member and/or Service Status.
   
4. Click Apply. 
   

Deactivating Zoho Campaigns integration with CRM

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

Disabling Zoho Campaigns integration

1. All campaigns in CRM will be unlinked from Zoho Campaigns.
   
2. You will no longer be able to sync live data with past or active campaigns.
   
3. All syncs will be permanently deleted.
   

Troubleshooting Tips

Check out our troubleshooting tips on integrating Zoho Campaigns with Zoho CRM