Import contacts from Zoho Books

Import contacts from Zoho Books

Zoho Campaigns integrates with Zoho Books to help you build your mailing lists. The integration lets you import contacts from Zoho Books as contacts in Zoho Campaigns. You can map custom fields in Zoho Books to Zoho Campaigns to maintain your contact lists the way you want. Engage with your customers and market your brand by sending interesting campaigns about your newest products.

Set up sync

Fill in the required fields in the Sync Details page:
  1. From the Navigation  bar, select the Contacts  module and choose Sync Services.
          contacts sync services
  2. Under Zoho Books, click New Sync.
      books new sync
  3. Update the following details,
  4. Sync Description: Give your sync a name
  5. Select Organization: Select which of your organizations you want to sync
  6. Choose which contacts to import:
  1. All Contacts: all contacts from Zoho Books.
  2. Criteria: only contacts meeting the criteria you specify (e.g., Country is India)
  3. Sync to Mailing List: Select the mailing list in Zoho Campaigns to which you want to import the contacts.   
       4. Click  Save and Continue.
books sync detail

Map your fields 

Basic details such as email address, first name, and last name are pre-mapped. Mapping the email address field is mandatory. However, you can delete the contact name field. You can map additional fields by clicking on  Map More Fields  link.

books map fields

Use cases
I want to map the Shipping Code field from a table in Zoho Books. I cannot find it under the pre-mapped fields, how can I map it?
You can use the Map more link in the Mapping fields step of your sync. Product category is not a default field in Campaigns, so you will need to add a custom field for it. You can do this from the Mapping fields page during Zoho Books sync.
  1. From the  Navigation bar, select  Contacts  module and click  Sync Services .
  2. Click Zoho Books and open existing sync or create a new one.
  3. Navigate to  Map Your Fields  page and click  Map more .
  4. Select the required field from the Zoho Books fields and check the   New Field   checkbox above Select Campaign Field dropdown.
  5. A custom field is created and data is imported into that field. 

Configure sync

You decide how often data is imported from Zoho Books. The data can be retrieved just once, or you can set it to occur daily, weekly, or monthly.
  1. Select a sync frequency :
    1. Retrieve Data: One-time import.
    2. Sync Frequency: Set the sync to recur on a daily, weekly, or monthly basis.
    3. Set the Sync Time: Choose your preferred time and time zone to import contacts.
  2. Select the data to be retrieved:
    1. All Contacts: Imports all contacts from Zoho Books.
    2. After: Imports only contacts that have been added/modified after the specified date and time.
  3. Click Initiate.
    books configure sync

Note:
  1. Once you set the option for import (All Contacts/Criteria), you will not be able to edit the preference. To use different criteria, create new sync.
  2.  Any contact that has an invalid email address will not be imported.

Use cases 
1. I have synced contacts from Zoho Books. Out of 100 contacts, only 75 of them were synced. Why did this happen?
This might happen if those contacts have already been added to Zoho Campaigns as contacts. Check if those contacts are already added. There can be many other reasons why some of the contacts were ignored. You can view the sync report in the detailed view of the sync. Click here to learn more about ignored contacts.

2. When do I change my Zoho Books ZSC key in Zoho Campaigns?
The only two times you would need to change your ZSC key in Zoho Campaigns are:
  1. If you change the ZSC key in Zoho Books.
  2. If you change the primary email address in your Books account.  
3. If I update the ZSC key in my Zoho Books account. Will it impact the status of existing syncs?
Yes, the change will deactivate all existing syncs. You will need to reactivate all syncs manually. Once you regenerate the ZSC key, all previous syncs will become inactive, and you will need to enter the new ZSC key in your Zoho Campaigns account to activate periodic syncs.

Sync Detail View 

  1. From the  Navigation  bar, click  Contacts  and select  Sync Services. 
    contacts sync services
  2. Navigate to Zoho Books sync setup and click  Active Syncs.  
    books active syncs
  3. Click  View Details.
     

Edit Field mapping 

You can re-map or map more fields for your sync settings by choosing the  Edit Mapping  in the Edit drop down.

books edit mapping

Edit retrieval detail

You can edit the retrieval details such as retrieve interval, data to be retrieved and sync contacts configuration by choosing the  Edit Retrieval Details  in the Edit dropdown.

books edit retrieval

Import Details/History

Use this option to get a detailed history of the contacts synced from Zoho Books to Zoho Campaigns. You can see this in the detailed view of the sync.

Status

Description

Total Contacts

Contacts imported/synced in a single fetch.

New Contacts

Contacts added to the Campaigns org.

Re-added Contacts

Contacts already deleted in Campaigns account but now added again.

Duplicate Contacts

Contacts already present in Campaigns account.

Ignored Contacts

Contacts are not added to the mailing list.

Deleted Contacts

Contacts deleted in Books account and getting updated in Campaigns as well.

 

Change ZSC key 

You can regenerate your ZSC (Zoho Service Communication) key by copying the ZSC key from your Zoho Books account and pasting it in your Campaigns account.
To change your ZSC key,
  1. Log in to Zoho Books.
  2. Click  Settings  at the top-right corner of the page and select  Integrations.
  3. Click Zoho Books ZSC key tab and then click  Regenerate ZSC key.
  4. Next, you will need to log in to Zoho Campaigns.
  5. From the  Navigation  toolbar, choose  Contacts  and select  Sync Services.
  6. Under Zoho Books, select  Active Syncs. 
  7. Click  Edit  icon under Settings tab.
    change account details
  8. Paste the ZSC key copied from Books in the Change Account Details window and click Update. 
     update account details

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