Skip to main content

Workbooks
  • Knowledge Base
  • Customer Forum
  • Training
  • Support Portal
  • Support Processes
Login
  1. Home
  2. Support
  3. Knowledge Base
  4. Knowledge base
  5. Marketing
  6. Marketing Campaigns
  7. Integrating MailChimp and Workbooks
  8. Configuring Workbooks and MailChimp
Support

Knowledge Base

Browse our knowledge base articles to quickly solve your issue.

  1. Home
  2. Support
  3. Knowledge Base
  4. Knowledge base
  5. Marketing
  6. Marketing Campaigns
  7. Integrating MailChimp and Workbooks
  8. Configuring Workbooks and MailChimp
  • Welcome to the Knowledge Base
  • Introduction
    • Using the Knowledge Base
    • Editions & Licensing
      • Renewing Licences
    • Workflow
      • Queues
    • Logging In
      • Configuring Security Policies
      • Google Authentication
      • Login Protection
      • Microsoft Azure Active Directory
        • Link Workbooks to Microsoft Azure
        • Setting up User Templates
        • Locking down your Workbooks
    • Support Processes
  • Training
    • Training Videos
    • Training Courses
  • Getting Started
    • Supported browsers
    • Introduction
    • Desktop
      • Tips & Tricks on the Desktop
      • Welcome Messages & Bulletins
    • Records
      • External Links to Workbooks records
      • Tabs
        • Default Tab Views
        • Summary Timeline View
        • Overview Tab
      • Watching Records
      • Notes
    • Landing Pages
      • Bulk Actions
        • Scheduled Bulk Actions
      • Customising Views
        • Customising Columns
        • Filtering
          • Custom Filters
        • Calendar Views
        • Card View
          • Report Card View
          • Worked Examples of Card Views
      • Deleted Items
      • Edit Grids
      • Exporting Data
      • Exporting to MS Excel
    • Workbooks on Mobiles and Tablets
  • Preferences
    • Introduction to Preferences
    • Setting your Preferences
      • Email Accounts
      • Notifications & Reminders
  • Activities
    • Introduction to Activities
    • Using Activities
      • Meetings
        • Integrating Workbooks and Google Calendar
          • Installing and Managing Workbooks and Google Calendar Integration
          • Synchronising your Google Calendar with Workbooks
      • Follow-on Activities
  • Cases
    • Introduction to Cases
    • Displaying & Adding Cases
    • Managing Cases
    • Case Portal
      • Installation
        • Custom Fields
        • Case Portal Configuration
          • Company Details
          • General
            • Case Portal Reports
          • New Case
          • Help Text
          • Emails
          • Advanced Features
          • Field Mappings
          • Help Dialog
          • Product Area Questions
        • Case Portal Additional Features
          • Setting up Public/Private Activity creation
          • Setup Registration Emails from a Person
          • Automatic Emails on Case Status Change
      • Using the Case Portal
        • Case Updates - Public & Private Activities
        • Inviting a Person to the Case Portal
  • Email
    • Introduction to Email
    • Working With Emails
    • Email Signatures
    • Sending Bulk Email
    • Common Email Errors
    • Email Integrations
    • Mailing Lists
  • Forecasts & Quotas
    • Introduction to Forecasts & Quotas
    • Sales Forecasts
      • Adjusting Forecasts
      • Included Forecasts
    • Sales Quotas
  • Importing Data
    • Introduction to Importing
    • Preparing your Import Data
      • Import Templates
      • Compulsory fields for Import
    • Workbooks Import Wizard
      • Uploading your data
      • Defining Field Mappings
      • Extending your Import to other Record types
      • Checking for Duplicates
      • Running and Reviewing your Import
    • Managing your Imports
      • Undoing an Import
  • Leads
    • Introduction to Leads
    • Displaying & Adding Leads
    • Converting Leads
  • Marketing
    • Introduction to Marketing
    • Marketing Campaigns
      • Displaying & Adding Campaigns
      • Campaign Management
      • Campaign Membership
      • Tracking URLs on Campaigns
      • Integrating DotDigital and Workbooks
        • Configuring Workbooks and Dotmailer
      • Integrating MailChimp and Workbooks
        • Configuring Workbooks and MailChimp
    • Mailing Lists
      • Creating Mailing Lists
    • Products
      • Pricing Schemes
      • Supply Scheme
      • Product Bundles
    • Mailshots
      • Creating a Mailshot
    • Upload Library
      • Using the Upload Library
    • Templates
      • Creating Templates
      • Creating a Template to show multiple lines
      • Extra Template Placeholders
    • Using HubSpot with Workbooks
    • Event Management
      • Introduction to Event Management
      • Enabling the Event Management Module
      • Using Event Records
        • Event Records
        • Event Sessions
        • Event Speakers
        • Event Sponsors
        • Event Products
        • Event Tickets
        • Event Attendees
      • The Event Management Portal
        • Introduction to the Event Management Portal
        • Prerequisites for installation
        • Accessing the Plugin
        • Installing the Event Management Portal
        • Amending Event Portal Parameters
        • Adding Custom CSS to the Event Portal
      • On The Day Registration App
      • Setup On the Day Registration App
    • Compliance Records
      • Introduction to Compliance Records
      • Enabling Compliance Records
      • Creating Compliance Records
      • Using Compliance Records
    • Spotler Integration
      • What is Spotler?
      • Navigating your Spotler homepage
      • GatorMail
        • Introduction to GatorMail
        • Managing your GatorMail Account
          • Domain Setup
        • GatorMail Configuration
          • GatorMail Field Mappings
            • GatorMail Hard Bounces
          • Preference Centres & Landing Pages
            • Preference Centre Setup
        • Creating Emails in GatorMail
          • Imbedding Images and Videos
        • Sending Emails in GatorMail
          • Sending GatorMail Campaigns
            • Campaign Action Types
            • Ramp-up
            • Testing Campaigns and Emails
          • Using SendForensics
          • Understanding your Campaign results
        • Advanced Features
          • Gator Smart Forms
          • GatorMail - Dynamic Content
      • GatorLeads / Web Insights
        • Tracking Code
          • Restricting Page Tracking
        • Setting up the Plugin
        • Viewing Web Insights Data on your Form Layouts
        • Domain Names and Online Activities
        • Reporting incorrect Leads created through Web Insights
        • Reporting on Web Insights data
        • Using UTM Values
        • Why aren’t Online Activities being created in the database?
        • Why is GatorLeads recording online activities in a foreign language?
      • GatorSurvey
      • GatorWorkflow
        • Spotler Data Sync
        • Triggered Mailshots
      • GatorPopup
  • Opportunities
    • Introduction to Opportunities
    • Displaying & Adding Opportunities
    • Opportunity Line Items
    • Opportunity Relationships
  • Integrations
    • Mapping
      • Introduction to the Mapping Module
      • Using the Mapping Module
      • Using Mapping in Reports
        • Changing the size/colour of Map Pins
    • Electronic Signing Tools
      • Docusign Integration
        • DocuSign Functionality
          • Copy Document on Signature
          • Update Related Records
          • Sending Multiple Documents
          • People, Organisations & Cases with DocuSign
          • Invoice Payments with DocuSign
          • Managing DocuSign Documents
        • Setting up the DocuSign Integration
          • Authentication with DocuSign
          • Production vs Sandbox
          • Creating a Document with a DocuSign Template
          • Creating a Document with a Workbooks PDF
          • DocuSign Fields
          • DocuSign Settings
          • Form Layout Configuration
        • DocuSign - Worked Examples
          • Taking Payments
          • Updating Related Records
          • Multiple Document Sends
          • Creating a Template for Cases
          • Creating a Template for Organisations
          • Creating a Template for People
          • Unified PDF for Transaction Documents
        • DocuSign - Reporting
          • Multiple Send Report Grid
          • Document Review Report
          • Monitoring Integration Errors
      • Adobe Sign Integration
        • Introduction to Adobe Sign
        • Authentication with Adobe Sign
        • Installing the Integration
        • Integration Monitoring & Error Handling
        • Setup of Adobe Sign
        • Adobe Sign Fields & Form Layout Configuration
        • Optional Custom Fields for Adobe Sign
        • Adobe Sign Button Process
        • Using the Adobe Sign Integration
    • Creditsafe Integration
      • Installing the Creditsafe Plugin
      • Configuring Organisations to use the Creditsafe Integration
      • An example of how to use the Creditsafe Integration
    • Zapier
      • Introduction to Zapier
      • Available Triggers and Actions
      • Linking your Workbooks Account to Zapier
      • Setting up Zaps
        • Posted Invoices to Xero Invoices
        • Xero payments to Workbooks Tasks
        • New Case to Google Drive folder
        • New Case to Basecamp Project
        • New Workbooks Case to JIRA Ticket
        • Jira Issue to new Case
        • 123FormBuilder Form Entry to Case
        • Eventbrite Attendee to Sales Lead and Task
        • Facebook Ad Leads to Sales Leads
        • Wufoo Form Entry to Sales Lead
        • Posted Credit Note to Task
        • QuickBooks Online
          • Initial Setup
            • Authentication with QuickBooks Online
          • People & Organisations to QuickBooks Customers
          • POSTED Workbooks Invoice to QuickBooks Online
          • QuickBooks Online Payment to Workbooks Invoice & Task
          • QuickBooks Sales Tax Code Lookup
        • Survey Monkey responses to Tasks
      • Multistep Zaps
    • Email Integrations
      • Email Dropbox
        • Setting up your Dropbox
        • Using your Dropbox
      • Workbooks Exchange Server Sync
        • Supported email clients
        • Set Up
          • Setting up the WESS
          • Setting up the Outlook Add-In
          • Customising the WESS Add-In
          • How to change Authentication setup for WESS
            • O365 Exchange authentication Troubleshooting
        • What gets synchronised?
          • Synchronising with the WESS
          • Synchronising with the WESS Add-in
          • How to force a sync
          • Best practice
        • WESS Troubleshooting
      • Workbooks Outlook Connector
        • Introduction to the Outlook Connector
        • Before downloading the Outlook Connector
          • System Requirements
          • Enabling the Outlook Connector
        • Download/update the Outlook Connector
        • Installing the Outlook Connector
          • Uninstalling the Outlook Connector
        • Using the Outlook Connector
          • Configuring the Outlook Connector's Settings
          • Identifying Records in Workbooks created in Outlook
        • Outlook Connector Troubleshooting
    • Event & Webinar Integration Tools
      • GoToWebinar
        • Installation
          • GoToWebinar Fields & Processes
          • Setting up Process Buttons for GoToWebinar
        • Authentication
          • Multiple GoToWebinar Accounts
          • Removing GoToWebinar Accounts
        • Create/Update & Cancel Webinars from Events
        • Event Attendees as Webinar Registrants
        • Event Speakers as Webinar Panelists
        • Retrieve Webinar Data
      • ON24
        • Installation
          • ON24 Fields & Processes
          • Setting Up Process Buttons for ON24
        • Authentication with ON24
          • Removing ON24 Accounts
        • Create Webcasts from Events
        • Event Attendees as Webcast Registrants
        • Retrieve Webcast Data
          • Reporting: Survey Responses
          • Reporting: Poll Responses
        • Retrieve Survey Data
        • Engagement Hub Interactions
    • Microsoft Office
      • Azure Active Directory
      • Excel
      • Outlook
      • Power BI
      • SharePoint
        • Authentication
        • Installation
          • Custom Fields & Processes
          • SharePoint Integration Settings
        • Using the SharePoint Integration
      • Word
        • Introduction to the Word Add-in
        • Deploying the Word Add-in
        • Creating Word Add-in Templates
          • Example Word Add-in Templates
        • Using Word Add-in Templates
        • Word Add-in Tips and Tricks
    • Outreach
      • Installation
        • Outreach Fields & Processes
        • Create Outreach Custom Field Mappings
          • Configure Outreach Field Dynamic Picklist
        • Sync Outreach Mappings
      • Outreach Authentication
        • Remove Outreach Account
      • Sync People to Outreach Prospects
        • People Field Mappings
      • Sync Organisations to Outreach Accounts
        • Organisation Field Mappings
      • Sync Workbooks Opportunities to Outreach
        • Opportunity Field Mappings
      • Sync Tasks/Activities from Workbooks to Outreach
        • Follow-Up Activities created via Scheduled Process
      • Sync Outreach Sequences to Workbooks
      • Sync Outreach Sequence States to Workbooks
      • Sync Outreach Sequence Step Numbers to Workbooks
      • Sync Prospects/Accounts/Opportunities from Outreach to Workbooks
      • Sync Outreach Tasks/Calls/Meetings to Workbooks
    • Scribe/Workbooks Connector
      • Connection Setup
        • Microsoft SQL Server Connection Requirements
      • Connector Control Blocks
      • Worked Example - Create, Read, Update & Delete
    • RingCentral
      • Installation
        • RingCentral Integration Fields and Processes
      • RingCentral Authentication
        • Remove RingCentral Account
      • Creating Phone Call Activities
      • Click to Dial
  • People & Organisations
    • Introduction to People & Organisations
    • Organisations
      • Displaying & Adding Organisations
      • Customers & Suppliers
    • People
      • Displaying & Adding People
      • Adding People to Outlook
    • Relationships
      • Change Employer Wizard
      • Direct Relationships
      • Third Party Relationships
    • De-duplication and Merge
      • Workbooks Merging
      • Workbooks DQ
      • Data Quality
    • Using Postcode Lookup
    • Data Enrichment
      • Introduction to Data Enrichment
      • Setting up Data Enrichment
  • Snippets
  • Reporting
    • Introduction to Reporting
      • Creating Reports
        • Standard Workbooks Reports
        • Creating a Pre-populated Report
        • Creating a Report from a Template
          • Report Templates
        • Creating a Blank Report
        • Auto-refreshing Report Views
      • Sharing Reports
    • Using Reports
      • Reporting Explained
        • Adding Targets, Conditional Formatting and CSS Styling
          • Calculated Targets
          • Target Sets
            • Creating a Target set for Closed Cases per Customer Support Agent
            • Creating a Target set for Closed Sales amount per Sales Person by quarter
        • Reporting with multiple currencies
        • Drilling into Summary Views
        • Improving Report Performance & Run Time
      • Displaying reports within Record Views
      • Displaying Reports
        • Reporting Views (Reports on Landing Pages)
      • Adding a Report view to a Dashboard
    • Charts
      • Creating & Using Charts
        • Bar Charts
          • Targets on Bar Charts
        • Line Charts
        • Pie Charts
        • Dial Charts
    • Exporting Reports
      • Emailing Scheduled Reports
    • Advanced Reporting
      • Types of Split Columns
      • Using Calculated Columns
        • Introduction to the IF Statement
        • Introduction to the CASE Statement
        • Applying Search filters in Calculated Columns
        • Comments in Calculated Columns
        • Financial Year Reporting
        • Introduction to Date Functions in Reports
        • Using Calculated Criteria
        • Reporting on empty fields
      • Audit Reporting
  • Dashboards
    • Adding Elements to Dashboards
      • Configuring Dashboard Elements
    • Dashboard Views
    • Dashboard Fields
    • Creating a Sales Dashboard
    • Springboard
    • Adding a Dashboard as a Record Tab
  • Okta Authentication
  • Transaction Documents
    • Introduction to Transaction Documents
      • Displaying & Adding Transaction Documents
      • Copying Transaction Documents
      • Transaction Documents Fields Help
      • Transaction Documents Line Items Help
      • Printing & Sending Transaction Documents
      • Managing Transaction Document Currencies
      • Managing Transaction Document Statuses
      • Setting a Blank Default Currency on Transaction Documents
    • Credit Notes
    • Customer Orders
    • Invoices
    • Quotations
    • Supplier Orders
    • Contract Management
      • Displaying & Adding Contracts
      • Using Contracts with Cases
    • Sagelink
  • Auditing
    • Auditing
  • Configuration
    • Introduction to System Administration
      • Quick Start Wizard
    • Users & Security
      • Users
        • Setting up your Users
        • Disabling Users
        • Profile Pictures
      • User Groups
        • Capabilities
        • Creating & Modifying User Groups
      • Permissions
        • Sharing Policies & Mandatory Permissions
          • Configuring the Advanced Security Module
            • Configuring the Advanced Security Module: Segmenting Users by function
            • Configuring the Advanced Security Module: Segmenting Users by location
      • Account Settings
      • Licences & Modules
        • Multi Language
    • Database
      • Databases
      • Storage Usage
      • Prefixes & Numbering
        • Modifying Object References
      • Export Database
      • Database Settings
    • Accounting
      • Accounting Periods
      • Exchange Rates
        • Setting Exchange Rates
      • Tax Regimes
        • Setting Tax Rates
        • Sales Tax Rulesets
          • Using Sales Tax Rulesets
      • Own Organisations
        • Setting up your Own Organisation
    • Email & Integration
      • Email Settings
        • Setting up your Email Server
        • Using Workbooks Server to send Emails
      • API Keys
      • Web to Case and Web to Lead
        • Setting up a Web2Case Form
        • Setting up a Web2Lead Form
        • Using Web Forms in Workbooks
        • Editing a Web Key Form
      • Preference Centre
      • MailChimp & dotMailer
      • Loqate
      • Bank Account Validation
    • Customisation
      • Creating & Modifying Picklists
      • Desktop Preferences
      • Theme
      • Record Types
        • Creating Custom Fields
          • Dynamic Linked Items & Picklists
          • Constrained Dynamic Linked Items (DLI) & Picklists
          • Creating relationships with Dynamic Linked Items (DLIs)
          • Linking Custom Field Values
          • Showing Linked Records in Tabs
        • Report-based Custom Fields
          • Improving the Performance of Report Cells/Grids
        • Linked Fields & Reference Fields
        • Record Templates
        • Form Layouts
          • Customising an Organisation form
          • Displaying a Tab as a Side Panel
          • Card View
          • Read-only Assigned to Fields
        • Customising relationships between parties
          • Configuring Custom Party Relationships
        • Opportunity Stages
      • Custom Records
        • Enabling Custom Records
        • Creating Custom Record Types
          • Editing Custom Record Types
        • Using Custom Records
    • Automation
      • Plugins
        • Field Updater Plugin
        • File Storage Plugin
          • Using File Storage
          • Using SharePoint File Storage
        • Cognism Enrich Plugin
          • Using Cognism Enrich
        • Email to Case Plugin and Process
      • Processes
        • Process Logging
      • Workbooks Scripts
        • Script Library
        • How Workbooks Runs Scripts
        • Workbooks Script External Access
      • API Data
      • Triggers and Webhooks
        • Configuring Triggers and Webhooks
    • PDF Configuration
      • Modifying Document Templates
        • Adding Terms & Conditions to your Documents
        • Multi-line Value Tags
      • Modifying Default Colours & Images
      • Creating Custom Document Templates
  • Contact Support
    • Contacting Workbooks Support
    • Workbooks CRM Advisory Packs
    • Introduction to the Administrator Service
  • Releases & Roadmap
    • Roadmap
    • September 2022 Release
    • June 2022 Release
    • March 2022 Release
    • October 2021 Release
    • June 2021 Release
    • March 2021 Release
    • 2020 Releases
      • December 2020 Release
      • September 2020 Release
      • April 2020 Release
      • January 2020 Release
    • 2019 Releases
      • September 2019 Release
      • February 2019 - Event Management Release
      • January 2019 Release
    • 2018 Releases
      • October 2018 Release
      • May 2018 Release
      • February 2018 Release
      • January 2018 Release
    • 2017 Releases
      • November 2017 Release
      • September 2017 Release
      • June 2017 Release
      • March 2017 Release
    • 2016 Releases
      • December 2016 Release
      • August 2016 Release
      • January 2016 Release
  • Workbooks Glossary

Configuring Workbooks and MailChimp

NOTE: Video shows the old version of Mailchimp User interface, but the screenshots on this page reflect the most recent version of Mailchimp UI. 

Before starting your integration with MailChimp please make sure that you meet the prerequisites detailed on the previous page.

Setting up a list within MailChimp

All contacts from Workbooks are synchronised into a single MailChimp list. This list is then segmented into different groups which correspond to the originating Workbooks Marketing Campaigns (using the Campaign's Public Name). So, before setting up the integration, make sure you've created a list within MailChimp so that any data from Workbooks has somewhere to go.

NOTE: MailChimp limits the number of groups on a list to a maximum of 60.

To create your list, first, you will need to log in to MailChimp and select Create a List.

Mailchimp

Creating a MailChimp API Key

In order for Workbooks to access your MailChimp account, you need to create a MailChimp API key. Within MailChimp click Account and choose API Keys & Authorized Apps.

Mailchimp

Click to enlarge

Setting up your Workbooks/MailChimp Integration

Navigate to Start > Configuration > Email & Integration > MailChimp Config. Enter the MailChimp API key that you created above. (If you haven't created it already you can click on the link provided (above the MailChimp API Key field). Make sure you paste in the key exactly as it appears in MailChimp. Click Save.

You now need to enter your MailChimp List name. As long as you set this up before beginning your integration, you'll find this by using the drop-down menu.

The MailChimp Grouping Name field will default to 'Subscriptions', which you can leave as it is and click Save. (MailChimp requires that the groups on the list are grouped together, ie, groups of groups. 'Subscriptions' is the group in which the Workbooks groups will be held.)

MailChimp Attribute Mappings

As well as synchronising names and emails addresses between MailChimp and Workbooks you can also synchronise other fields between the two systems. This is controlled used the Attribute Mapping table.

You can control which fields in Workbooks are available for use within emails generated in MailChimp so that the values from those fields are pulled through into the email when a placeholder (Merge Tag Name) is used in MailChimp. (This only applies to fields on Leads and People records.)

When you've saved the MailChimp settings described above, a tab called MailChimp Attribute Mappings will appear. In this tab, you'll see that the most commonly used mappings have already been set up for you. To create more mappings (which can be for standard or custom fields), click Add.

See the dropdown picklist next to Workbooks Field Name to choose the appropriate option. Notice that if a field is only available for either a Person record or a Sales Lead record this is shown in brackets after the field name. Fields that are common to both Sales Leads and People are not followed by anything in brackets.

When you choose a field name, the MailChimp Merge Tag Name fields will auto-populate with an abridged version of the Workbooks Field Name. These options will be available to you in MailChimp when you insert Merge Tags into a campaign email. You can change the Merge Tag name if you want but make sure that you only use unique values.

NOTE: MailChimp limits the number of merge fields on a List to a maximum of 30. Adding more than this will result in the user seeing a MailChimp error message. In addition, MailChimp list fields are limited to 255 characters. If you map a Workbooks field that is larger than this, the data will be truncated in MailChimp.

Configuring MailChimp Settings Using Workbooks

To be able to control the integration of a Workbooks Marketing Campaign with MailChimp, the Campaign record must first be created in Workbooks. Click here for information on how to create a Campaign.

Now you can use the Marketing Campaign MailChimp Integration Wizard to guide you through associating your Workbooks Campaign with MailChimp. The Wizard can be found by opening your Campaign and clicking the Configure MailChimp Integration button.

There are two types of integration you can choose from:

  • MailChimp Campaign
  • MailChimp List only

MailChimp Campaign 
Choose this option if you want to track opens, clicks and bounces generated by your Campaign and synchronise this information back into Workbooks. An example of this would be if you wanted your salespeople to follow up with any Campaign members who have opened a particular email or clicked on specific content.

MailChimp List only 
Choose this option if you don't require the MailChimp summary information to be synchronised back into Workbooks. For example, it would make sense to use this option if you are sending a monthly newsletter as you would only have to maintain one Campaign within Workbooks and can send several emails from MailChimp to the relevant group on your MailChimp list.

As you click through the Wizard you can select your precise requirements such as specifying a type for your MailChimp campaign (A/B Split, Plain Text, etc), as well as specifying the Subject, Sender Name and Reply To email address for the MailChimp email.

If your Reply To email address is different to the email address you use to login to MailChimp, you will need to verify the domain name within MailChimp. 

Mailchimp info

Once you have added the email address you will be sent a verification email with a link for you to open.

Upon completion of the Wizard, a MailChimp campaign will have been created and associated with your Workbooks Marketing Campaign. The final step of the Wizard includes a hyperlink to the MailChimp campaign so you can open it and tailor it.

Synchronising Workbooks Campaign Members into MailChimp

When you've completed the MailChimp Synchronisation Wizard, the Workbooks Campaign is automatically synchronised to MailChimp using a process that runs periodically:

_Sync to the mailchimp list 

  • Adds Workbooks Campaign Members to the MailChimp list
  • Updates members of MailChimp List when Workbooks People/Leads are updated (matches based on email address)
  • Sends unsubscribes to MailChimp when Workbooks People/Lead opt out of email ('No Email' is set to true)
  • Opts Workbooks People/Leads out of email when they unsubscribe in MailChimp

Once the process has run, you will see a new Group within the MailChimp List, with a name that corresponds to the Public Name of your Workbooks Campaign. If you selected to integrate 'MailChimp Campaign' rather than 'MailChimp List', you will also see a Campaign created in MailChimp. 

The script runs at regular intervals to accommodate any additional changes made to the Campaign since it was last synchronised with MailChimp and these intervals can be specified to meet your requirements.

To view or change the interval click Start > Configuration > Automation > Processes and select the process on the right called '_Sync to the mailchimp list'. By default, the process runs every hour, however using the dropdown picklist next to Schedule you can change the frequency with which the script runs. The screenshot below shows the Process Record and some important information relating to the scheduling of the Process. Also, make sure that the Process has been enabled and that it is set to Run As the 'Automation' User.

Click to enlarge

If you've made changes to your Workbooks Campaign and don't want to wait for the next scheduled run, you can run the script at any time by clicking Run Now. You can also use the 'Re-synchronise' option on the Workbooks Marketing Campaign, but this only forces the process to 'Run Now', it does not remove anything from MailChimp nor  does it 'reintegrate' the Campaign.
When this process has completed you'll see within MailChimp that your MailChimp Campaign and/or Group have been updated accordingly.

If you add members to your Campaign, these changes won't be reflected in MailChimp until the script has run and the next synchronisation has taken place.

If you remove members from your Campaign, these members will not automatically be removed from the MailChimp Group. To remove members, you must manually remove them from both the Workbooks Campaign and the MailChimp Group.

Campaigns in a Closed state will not be synchronised with MailChimp. This is particularly useful if you've previously synchronised a Campaign with Workbooks and want to remove the synchronisation without losing any synchronisation data.

MailChimp lists allow you specify which fields are mandatory. If you want to create new or update existing subscribers in MailChimp, the equivalent Workbooks fields must be populated and must be included in the Attribute Mappings.

NOTE: If you make a field mandatory within MailChimp, synchronise the Campaign Members from Workbooks to MailChimp and the Person Record within Workbooks contains a blank value for this field, then MailChimp will reject this Person and they won't appear within their intended group.

This is a common cause for People not successfully synchronising Campaign Members from Workbooks to MailChimp and is something to look out for.

Finalising MailChimp Campaign and Sending to Members

Now that synchronisation has taken place and MailChimp contains the Workbooks Campaign information, you can use the MailChimp Campaign Builder to send your Campaign. To get to the MailChimp Campaign Builder screen open the MailChimp reveal within your Workbooks Campaign and use the hyperlink you see there.

Using the wizard you can ensure that you have selected the correct recipients, subject line, reply email address, tracking preferences and the style/design of the email which you send out. Following the wizard will ensure that you have completed all the necessary steps to send out your email.

Before sending out your email it's worth looking at some of the steps within the wizard. As the content of your email is important, MailChimp offers a variety of basic and designer templates. Many of these can be customised to meet your specific requirements.

You can select the designs which you think are most appropriate for your audience. You can also import your own templates if you have some already created (Select Import Template from the template type pick list).

An example of this would be to import an email template that you use within Workbooks. Alternatively, you can create your own templates provided you have the necessary skills to do so (templates are written using HTML & CSS).

You will also be asked to verify the email address which you intend to send the Campaign from. This is a standard process within MailChimp to ensure that people do not spam on behalf of others.

NOTE: MailChimp also provides you with templates which are specifically designed to be read using mobile devices. This is a small extra which can make a big difference to those who read emails on mobile devices.

Once you've completed the wizard click Confirm > Send Campaign.

Reporting within MailChimp

Within MailChimp, you can view the summary of the Campaign. This can be done by going to Reports > Your Campaign Name. This gives you get an overview of emails that have been opened, unopened and any clicks.

The information is presented in both a graphical and text form. Along the top of the page, MailChimp also gives you the option to download the summary, print the summary or share with others.

Synchronising the MailChimp Results into Workbooks

The results from MailChimp can be pulled back into a Statistics tab in Workbooks to give you an overview of your Marketing Campaign on one platform. For this to take place a process is required to run which processes this information from MailChimp into Workbooks:

_Sync mailchimp campaigns

  • Updates the Campaign Members of open integrated Marketing Campaigns with email activity - email opens, clicks, hard bounces, soft bounces


As with the previous process, it is set to run every hour by default, however, the frequency with which it runs can be changed to meet your requirements. To view or change the interval click Start > Configuration > Automation > Processes and select the process on the right called '_Sync mailchimp campaigns'.

You also have the option to run the script manually at any time by clicking Run Now. This will synchronise any MailChimp activity to the corresponding Workbooks Campaigns.

Please check this process has been enabled and is set to Run As the 'Automation' User. 

NOTE: The information pulled back into Workbooks will only be updated for 30 days. After this, the information will remain as it is indefinitely.

View Workbooks Campaign Summary

When the synchronisation script has run you can view the MailChimp summary within the Workbooks Campaign Record. To do this open the relevant Workbooks Marketing Campaign. Opening the Member Email Summary reveal gives an overview including information such as the total number of members with email addresses, those who have unsubscribed, opted out and those who are eligible for email.

If you open the Statistics tab, you'll see a high-level summary of your Campaign. You'll also see information such as the total number of emails sent, the percentage of opt-outs, the number of opens and the number of clicks.

It's also possible to see the summary for each individual target by opening the Members tab. When first opened, the view shows basic information about the member. However, you can configure the grid to display columns showing details such as Email Opens, Email Clicks, Emails Soft Bounced and so on.

For even more detailed information open an individual Member's record and open the MailChimp Activity tab. Here you'll see real-time information on all related MailChimp activity for that Campaign Member, including details of what content they clicked on

  • Integrating MailChimp and Workbooks
  • Mailing Lists

© 2023 Workbooks.com - privacy & terms
  • Linkedin
  • Twitter
  • Youtube
  • Facebook