Setting up Your Automation Integrations
One of the main Strengths of Sales CRM app is the ability to integrate to other tools.
Integrations are used in conjunction to Automation rules to make the CRM even better. This section will go in more details on how to setup the integrations. For more use cases/ explanation on how to use the integrations, you can find out more on the automation page use case page.
Navigating to the Integration Page
You can find the integration page from the last icon on the left side of the app. This will take you directly to all the currently supported integrations in the Sales CRM. Alternatively, in the automation page, you can click on the integrated tool’s icon on the upper right of the screen to be taken back to the integration page.
Integrating to Jira Service Management (JSM)
You can integrate JSM with Sale CRM to sync customers & organizations, convert new tickets into sales, and more.
Setup
Unlike Slack, you do not need to do any particular setup for JSM as it will use your default instance name (e.g: 123.atlassian.net). To enable the integration, you will need to click on the toggle on the right side of the screen, when the switch goes to the right side and the color changes to blue, then it is on.
Mapping JSM Fields to Sales CRM
When you initially activate the JSM integration, you will be prompted to map fields from JSM to the relevant Sales CRM deal fields. In other words, you can map JSM fields to a new Deal in Sales CRM so that when the integration triggers, Sales CRM will create a deal and populate the information (e.g: Name, and Description) with the information from JSM.
Note
You can map Custom fields in Deals with fields from JSM. (To add a Sales CRM custom field: Deals → Grid View → Add column → New Field)
You can add custom fields from JSM as long as they are simple text (e.g: In your Support form, you can ask customers extra relevant information and map it with the integration).
Related types of actions
Events:
Issue Created: This action will trigger when an issue/ticket is created in JSM
Customer Created: This Action will trigger when a customer is created in JSM, either via “sign-up” or manually added (https://support.atlassian.com/jira-service-management-cloud/docs/manage-customer-detail-fields/ )
Customer Updated: This Action will trigger when someone edits the customer detail fields
Actions:
Convert to a sale: This action will only be selectable when the JSM automation event “Issue Created” is chosen. The automation will gather the customer data from the ticket and create a deal automatically based on it, with the ticket as the associated issue.
Convert to a contact: This action will only be selectable when the JSM automation events “Customer is Created” or “Customer Updated” are chosen. This will automatically convert the customer information from JSM into a contact.
Integrating to Slack
You can send automatic notifications to a particular slack channel or slack user by connecting Sale CRM to Slack. This can be done to update the team of any types of event happening (new sale, assigned to a user, deal moved to a different stage, etc.)
Setup
When you enable the integration with slack (click on the toggle on the right side of the screen, when the switch goes to the right side and the color changes to blue, then it is on), you will be shown a page to link your Slack instance to your Sales CRM.
If you Allow this sync to happen, the integration will then be completed. You will then be able to go back to the Automation Page and set things up
Example:
In the Automation Page, you will be able to add Slack as a Result to an event. For example, in the case below, every time a Status to a deal is changed from Open to Closed - Then Slack will send that message to both the #random and #general channel that the deal has updated
Result:
Once the integration is created - you will receive a message in the designated Slack Channel once the rule is triggered. In addition, you will be able to look at. the log of the Automation rule to see if the rule triggered correctly.
Integrating to Hubspot
You can integrate Calendar Meetings to Sales CRM through Hubspot meeting links. In other words, this integration allows you to grab fields from meeting link’s forms from Hubspot’s Meeting Scheduler and add those fields to a new deal in Sales CRM
Setup
This is a two part setup. Part one will be in Hubspot and Part two will be in Sales CRM.
Part 1 - Setting up a Private App in Hubspot
To properly connect Sales CRM to Hubspot, you will need to integrate the two tools through a private app in Hubspot.
This means that you will need Admin Permissions in Hubspot to do this
1- Create a private app (Settings, Private Apps)
2 - Add the basic information to the private app
You can name the private app as you wish and fill in the logo and description, it will not impact the integration between the tools.
3 -Define the scope of the app
The scope is what defines the information that can be exchanged for this private app.
In the “CRM” module, add the Read permission on the following lines, as shown in the picture below:
crm.objects.companies
crm.objects.contacts
crm.objects.deals
4 -Fill in Webhooks Section with Target URL
In the Webhooks Section of the private app setup, you will be asked to add the “Target URL”. This information is available from Sales CRM in the integration tabs (Sales CRM → Pipeline of choice → Integration → Hubspot → Target URL)
The Target URL is used by Hubspot to send a JSON payload to this URL with details about events when they trigger.
Copy the Target URL from Sales CRM into the designated field in the Hubspot Webhook section.
And Create the Subscription
5 -Fill in Webhook Subscription section
This section is done in order to determine what types of events the private app will listen to in order to sync the data between the two tools.
Select the following object types for the webhook subscription:
Contact
Company
Deal
Select the following events to listen to:
Created (mandatory)
Deleted (mandatory)
Merged
Restored
Association changed
And save the change
Once complete, you will be able to see what webhooks the app accesses, and have data on the private apps (how many calls are made, and so on).
Part 2 - Setting up the integration in Sales CRM
In part 2, we will fill in the details in Sales CRM so that the automation can work flawlessly.
1- Open the Hubspot Integration
Sales CRM → Pipeline of choice → Integration → Hubspot
2- Add the Access Token and the Client Secret Key to Sales CRM
Keep this to your internal team only.
To get this information, go to Hubspot Settings → Private Apps → Auth and copy the access token and the client secret.
The Access Token is used to make API calls. Sales CRM uses this to get information from Hubspot.
The Client Secret Key is used for signature validation. Sales CRM uses this to validate the request to your instance to make sure that the date is from your Husbpot account.
Copy the information to Sales CRM
3- Map the fields in Sales CRM
There are three types of fields that can be mapped directly from Hubspot and into Sales CRM: Deal, Contact, Account. You can map the information to grab the information directly from Hubspot when a meeting is booked.
If you added any additional fields to Sales CRM (e.g: Deals → Grid View → Add column → New Field), they will appear in the relevant section. As a result, you will be able to map those fields with Hubspot fields (e.g: SEN)
Note:
It is possible that no results initially show. In which case, close the integration and re-open it. Re-opening the integration menu should allow the fields to load properly from Hubspot.
4- Close the Integration
For each changes made, there should be a pop-up message indicating that the changes have been made. You can then confirm that the integration is live if the switch is turned on (Blue). In addition, in the automation section, you will see that the Hubspot Integration has been automatically added.
As any automation, you can add additional steps.
Example & Result
In our example we mapped the following fields (view image).
In our example, the booking link has no form aside from First Name, Last Name, Email Address. As a result, many of the fields will stay empty.
Once the meeting is confirmed, it will show in the automation logs and a new deal will be created
In addition, the new deal will be created with the Hubspot fields (this information has been mapped previously in the integration screen).
Also, the Source and the Activity reflect Husbpot as a Source.
Things to note
This integration can work on any Hubspot Plans (free and above). However, do note that on the free Hubspot Plan, you do not have the ability to customize the booking link’s form.
You will need to connect your calendars for this integration to work
You can map custom fields from the Hubspot Calendar Form to Sales CRM if you add custom fields to Sales CRM (e.g: Deals → Grid View → Add column → New Field)
Booking links using the same email addresses will not generate a new deal (the automation will not trigger)
The integration will work on all the booking links created from Hubspot
Mailchimp Integration
The Mailchimp integration is a way to export contacts in Sales CRM to an audience list in Mailchimp where they can then be put in certain email lists. For example, after a demo, you could send them in a drip campaign automatically.
Setup
There are two parts to the setup : In MailChimp and in Sales CRM. You will need special permissions to access and create API keys.
Part 1: Grabbing the API key from Mailchimp.
In Mailchimp, the API keys page in your account can be found by following these steps:
1️. Click on your profile icon.
2️. Select Account.
3️. Navigate to the 'Extras' drop-down and select 'API keys'.
Once you reach that section, you will be able to scroll-down to find all your API keys. This is where you will create a new one.
Once prompt to create a new key, you will be able to name it. The name has no importance to the sync. of the data and only serves as a label in Mailchimp.
Once you generate the key, you will get a “one time” chance to copy the key. Afterwards, you will not be able to copy it from Mailchimp and will need to create a new one.
Once the key is copied, head to Sales CRM
Part 2: Setting up the Mailchimp integration in Sales CRM
Once the Key has been created, head to the integration section in Sales CRM and select the Mailchimp Integration.
Once you are in the integration settings, you will see two fields: API Key and Server Prefix
API Key : Refers to the key you created in Mailchimp. Simply copy it (keep it secret!). The API Key is used to make API calls
Server Prefix: Refers to which Mailchimp Server your data is hosted in. There are two easy ways of getting your Server Prefix.
1- From your mailchimp URL, you will notice something like https://us19.admin.mailchimp.com/; the us19 part is the server prefix. Note that your specific value may be different.
2- From your API Key, you will notice that the ending of the key gives your Server Prefix. For example, in the image below, the Prefix is us18. Note that your specific value may be different. (FYI: API key shown below has been revoked and is for information purpose only)
Once you apply the data you can close the API. When the integration switch is to the right and emits a blue color, it means that the integration is online (otherwise it would be grey).
Mailchimp Automation Rule Setup
Once The integration has been setup correctly, you will then need to create an automation for that rule. The Mailchimp automation acts as an Action (“Then Sync contact to Mailchimp”). However, you are able to choose your Event or trigger (“When this happens”) based on the “basic” integration options.
About Mailchimp Audiences
When you select the Mailchimp Integration, you will then be asked to select an audience list from Mailchimp. In Mailchimp, an audience is where you store and manage your contacts.
Note: A Free account is only able to have one audience. If you need multiple audiences, it would be necessary to upgrade to one of their Paid plans.
If you do not have an audience, to create an audience:
Click the 'Audience' icon in your account, then select 'Audience Dashboard'.
2️. Select 'View audiences' from the 'Manage Audience' drop-down.
3️. Click 'Create Audience'.
Example
In the example depicted below, we created an automation so that when a sale is moved to the funnel “Negotiation” - let’s say after a demo has been done, then we would create an action to automatically place the contact in the audience list “Sales CRM Mailchimp Automation. As previously mentioned, the event can be changed to be something relevant to your pipeline and process.
Result
If we trigger the automation from our example below, we can see that when a sale has been put to the funnel “Proposal”, our contact has been sent to Mailchimp. This can be confirmed from the automation’s activity log, which displays that the automation has succeeded.
On the Mailchimp side, we will see that the contact has been added to Mailchimp. We can see from the audience list that the origin is from our API (that we named “Jsoft Sales CRM”) and that the address will be tagged under “Sales CRM”.
Upon expanding on the contact, we can observe that Mailchimp has also imported other fields from Sales CRM pertaining to the fields Contact and Company.
If the fields are filled, Mailchimp should extract the following:
First Name (from contact’s given name)
Last Name (from contact’s given name)
Phone Number (from contact field)
Birthday (From Contact field)
Address (from linked Company field)
Country (from linked Company field)
State/Province/Region (from linked Company field)
City (from linked Company field)
Postal/Zip Code (from linked Company field)
Other Use Case Examples
Some examples of possible use cases:
Hubspot Calendar to Mailchimp follow-ups
If you use Hubspot Calendar meetings to have prospects book demos with you, you can, with the Sales CRM Hubspot integration (see above) convert those demos into a new deal at the time of the calendar event creation. After the demo has been completed, you can add a Mailchimp integration so that, if the prospect qualifies and put in a specific funnel, they will be put in an drip campaign automatically as part of a follow-up effort.
Automatically add JSM Issue Contact to Mailchimp
You can create an automation so that when a JSM Issue is created, you can create a deal automatically with the Sales CRM JSM integration (see above). Because JSM contacts are always going to be created in your first funnel (most left column in the deals section). You can create a Mailchimp automation so that every time a deal is created, they will be put in an marketing list. This could be useful if you wanted to actively grab and follow-up with clients. For example, to ask for more elaborate feedback than what JSM might ask.
Automatically add Contacts to different Mailchimp Campaigns based on Stage
This is just an example to showcase the possibilities with the “non-integration” automation triggers. You could add a contact to a Mailchimp list whenever their Stage changes to Unqualified or Lost. For example, the list could automatically thank them for their time and let them know what they’re missing.
As mentioned, there are many more “non-integration” triggers available with Mailchimp, which may be useful based on your current process and pipeline. For more information on the triggers possibility, please see this link
Coming Soon - Gmail Integration
Coming Soon - Outlook Integration
@J Soft can you confirm?